Any private and public enterprise is engaged in paperwork. Without it, it is simply impossible to keep any records. When working, concepts such as “normative”, “personnel”, “forms”, “samples”, and “document” are often used. Types of documents are divided into several types depending on the purpose. Consider the main of them, and dwell in more detail on personnel records management.
Record keeping
The activities of any organization is impossible without documentary support. In addition to specific accounting and personnel papers, there are a number of others. All of them are divided into certain types and have a type corresponding to them. Consider what the concept of “document” means. Types of documents of any content are very similar to each other due to the presence of the same elements. Information, formalized according to common requirements, allows you to organize data and greatly simplifies the organization. The following is a list of attributes present on the main securities of the organization, regardless of whether they are executed - in paper or electronic.
Required Document Elements
Any information issued in a normative manner must meet the special requirements of appearance and content. A number of attributes must be present on the document:
- Date of. The relevance of the information is represented by this main indicator.
- Room. It is usually created according to the approved nomenclature or can be directly changed along with other indicators, for example, date.
- Name of the authority that created the document. As a rule, these data in one organization do not change; only structural affiliation is indicated.
- Printing. Its absence on the document makes it unauthorized. In most cases on a document, this element is inextricably linked to the following attribute.
- Signature. Certification of information in this way is the main confirmation of the correctness of the data. But the manual or electronic "drawing" of an official on a document is not enough. Formal entry into force in most cases occurs only with a seal.
- Stamp. It does not have such legal force as the seal. Contains information about the name of the organization and its details. But its main purpose is to account for the information sent by putting down the date and serial number.
Forms of documents for interaction with other organizations
All information entering the external environment from this organization should be taken into account and is usually called outgoing correspondence. The main attributes on such documents are stamp, seal and signature. The specified date is recorded in special journals, which makes accounting systematized. The main forms of documents for interaction with other organizations include business letters, appeals, complaints. Accounting for the receipt of such securities as incoming correspondence is also carried out in the form of registration with the assignment of a date and number.
Internal document. Types of documents governing the organization and relations with employees
The reflection of the interaction within the enterprise is manifested in one of the types of movement and presentation of information:
1. Internal regulatory and current documents. These include acts, orders, protocols and other papers that regulate and reflect the activities of the organization.
2. Paper type "organization - employee." Any of them can be called the general concept of “personnel document”. Types of documents for personnel accounting are divided into two types of interaction:
- from organization to employee;
- from employee to organization.
The main list includes statements, orders, protocols, acts, instructions, powers of attorney, resumes, etc. Samples of documents of these categories in each organization may differ from each other, but are still typical in content. Accounting for activities should be carried out according to general requirements. The list of mandatory documents of the personnel department include:
- Local regulations. They include: work schedule, staffing schedule, vacation schedules, rules of procedure, documents on the processing of personal data of employees, accounting for remuneration.
- Current documents. These are contracts, registration data, personnel records and hours worked, administrative information, etc.
All documents of the organization are included in the nomenclature and have the corresponding code.
Virtual documents
Thanks to modern technological progress, business management has recently become fully automated. In fact, document management is 100% electronic in all organizations. But at the same time, a significant part is still printed on paper. With the introduction of the right to an electronic signature and its legal legality, it is planned in the future to completely abandon material information carriers. That is, business communication and data exchange will be virtual. This will significantly save time and reduce the duration of periods for the movement of securities between organizations.