Ensuring the effective operation of any enterprise is associated with the proper organization of workflow. Equally important is the control over the timing of the execution of documents . The fact is that responsibility for timely and correct resolution of issues contained in documents is borne by both ordinary employees and heads of units. Next, consider what are the deadlines for the execution of documents .
General information
The deadlines for the execution of documents are established by regulatory enactments, resolution or organizational and administrative paper.
The presence of an information and reference system at the enterprise provides an operative search for registered documents by any criterion. In particular, during registration, the basic details of documents are entered into the database: incoming / outgoing numbers, information about the sender and addressee, deadline, etc.
Classification
There are individual and standard deadlines for the execution of documents . The latter are determined by law. These include, in particular, the deadlines for the execution of instructions of the Government, heads of executive federal structures, parliamentary requests, civil appeals, resolutions / decisions of governing bodies of commercial organizations, and so on.
Individual deadlines for the execution of documents are determined, as a rule, directly in their texts or in a resolution. Such instructions are present, in particular, in regulatory and administrative papers, statistical and other reports.
The deadlines for the execution of documents can be determined orally by the head.
Regulations
In the provisions of these regulations , the deadlines for the execution of documents vary depending on their types.
For example, instructions on which the indication "urgently" is present must be executed within three days from the date of signing. It should be noted that the countdown begins not from the date of receipt of the paper, but from the date of signing.
If the indication "promptly" is present, then no more than 10 days are allotted for the execution of the document.
In the absence of instructions, the execution period of the order is not more than a month.
Term Changes
In practice, situations often arise when, for objective reasons, it is impossible to execute a document on time. In this regard, the company must approve the procedure for changing the period of implementation of certain acts. It should be noted that the rules should be applied whenever possible only in exceptional cases.
The decision to change the deadline for the execution of the document can only be made by the employee who installed it initially. The current office rules do not define the minimum and maximum transfer limits. Therefore, the management of the enterprise must independently establish them based on the requirements of reasonableness and validity.
According to the general rules adopted in practice, an increase in the period is allowed for no more than 3 days. In this case, the initiative should come from the employee who was entrusted with the task. He should justify and agree on a change in the deadline for the execution of the document with management.
Transfer Order
Any actions related to changing the deadline for the execution of the document should be recorded in the relevant acts.
The transfer of the period must be justified. To do this, an interested person can make one of the following proposals:
- On the postponement of the deadline with justification of the reasons why the document cannot be executed in the prescribed period.
- On attracting co-contractors, if the person does not have enough authority to implement the order.
- On the appointment of other performers.
It should be said that the contractor must act promptly. You should not contact the management 2-3 days before the deadline.
Control operations
Monitoring compliance with deadlines includes:
- Fixation during registration of all documents and orders of the enterprise management.
- Checking the delivery of tasks to the performers on time.
- Reminding employees and department heads of upcoming deadlines or their expiration.
- Entering into registration forms information on the transfer of instructions from one executor to another, changing the period allotted for the performance of tasks.
- Notification of managers on the process of execution of documents.
- Entering into the registration forms information about completed assignments, removing tasks from control.
- Formation of analytical reports and reports on the control of terms.
Nuances
All acts requiring execution and response should be put under control. In administrative papers, decisions are the subject of monitoring. In this case, each item contained in them is placed under control (that is, each task, assignment).
The secretary of the leader needs to control the execution and oral orders of the boss.
Automated monitoring system
Recently, many enterprises use computer programs and databases in their work. Automated systems significantly facilitate the activities of organizations, save employees time.
When documents are registered, the control is carried out automatically when filling in the column "Deadline". At the same time, the stamp itself can be stamped on the document itself to be taken under control. Its presence is more necessary for the performer.
To ensure ongoing monitoring, responsible employees usually daily at the beginning of the day check the list of documents whose execution time expires on that day. At enterprises using the internal e-mail system, warnings about expiring periods are sent to the executor’s PC in an automated mode. In addition, you can configure the software so that the corresponding papers print automatically.
Performance of tasks with a long term
Monitoring the execution of documents containing complex instructions is carried out in stages. It includes ongoing, preventive and final monitoring.
About the current control has been mentioned above. Preventive monitoring is carried out according to documents, the deadline for which will expire in 2-3 days. Accordingly, the employee still has time to complete the task.
An order is removed from control after it has been executed. It can be expressed in the preparation and sending of a response, receipt of documented confirmation, etc. The result of the implementation is recorded in the registration card. It also indicates the date of execution, the number of the case into which the paper is filed.
Final control
It is provided, as a rule, in large enterprises. Final monitoring is carried out by employees responsible for monitoring the execution of instructions, or secretaries.
Typically, the company sets the frequency of monitoring. Control can be carried out every month, quarter or week. In fact, the final control is an assessment of performing discipline at the enterprise and in its structural divisions.
Federal Law No. 229
One of the forms of protecting the interests of subjects is judicial proceedings. The most common lawsuits are considered to be in practice statements with requirements for the award of compensation for certain violations of rights. Such proceedings result in enforcement proceedings.
After the entry into force of the judgment in the case, the applicant is issued with executive documents. The deadline for fulfilling the requirements is determined by employees of the FSSP (bailiffs).
Part 1 of Article 30 of the Federal Law No. 229 stipulates that the basis for initiating proceedings is the writ of execution and the claimant. These papers are presented at the place of application of coercive measures provided for by law, determined in accordance with the provisions of Art. 33 of the specified normative act.
The deadline for presenting a document for execution is 3 days from the date of submission to the FSSP unit. An IL (writ of execution) containing a requirement to return a child illegally displaced or held in the Russian Federation, to exercise access rights in relation to him in accordance with an international agreement, as well as a request for his search will be sent to the bailiff no later than the next day after receipt of the FSSP.
The initiation of proceedings or refusal to do so is documented by a resolution. It is issued within 3 days from the date of receipt of the materials to the bailiff.
If the IL must be executed immediately, after its acceptance to the FSSP unit, it is transferred to an employee whose authority extends to the place of execution. If he is absent, then another bailiff receives the materials. In this case, the decision to open production or to refuse it should be made no later than one day after entering the Service.
If the writ of execution was submitted to the FSSP for the first time, the bailiff determines the time period for the voluntary execution of the writ of execution . The relevant period is indicated in the decision on the initiation of proceedings. Along with this, the bailiff is obliged to warn the debtor about the possibility of applying coercive measures after the expiration of the time allotted for voluntary execution. The debtor is also notified that he will be charged the costs of the actions provided for in articles 112 and 116 of the Federal Law No. 229, as well as the performance fee.
The deadline for the voluntary execution of an executive document, in accordance with Part 12 of Art. 30 is five days. Calculation begins from the date of receipt by the debtor of the decision. In case of evasion of the requirements, the obligated person shall be notified of the commencement of the enforcement process. The legislation provides, for example, measures such as the seizure of property and its subsequent sale.