Scientific and technological progress and the emergence of many forms of ownership have led to the expansion of trade, economic and sociocultural ties. The sharply intensified processes in society influenced the growth in the volume of information flows necessary for the full functioning of managerial links.
Why do you need a unification of documents
Regardless of the sphere and region: whether it is government activity or industry, education or healthcare - manual unification and standardization of documents gradually faded into the background. Since the beginning of the last century, the processing of data on their systematization has gradually shifted from manual to mechanized, and then to automated.
Thus the rationalization of record keeping took place. The concept of “unification and standardization of documents” arose at this stage. However, at all stages of improving workflow and data processing, the same problem arose. It is impossible to bring chaos to automation, since this process should be preceded by the unification and standardization of documents as a whole. In other words, only by arranging the papers, you can begin to process and use them.
Goals and objectives of unification
The fundamental points in the optimization of official management, economic and any other activity are the unification and standardization of documents. Briefly explain this concept can be as bringing the workflow to a common single form, a uniform system.
This process has a huge impact on the direct compilation of any documentation.
The principles of standardization and unification of documents are as follows:
- Unified typification of forms.
- The establishment of the same requirements for data processing arising during the adoption of the same type of management decisions.
- Significant reduction in costs of various nature for the compilation and design of materials.
- Compatibility of many uniform databases, regardless of industry and activity.
Workflow Features
It is worthwhile to understand that any activity in the direction and management of an organization, enterprise, country, in the end, is a system, each element of which becomes one or another function. Among them, there are general (or typical) ones - those that are characteristic of the activities of any institution: organizational, managerial, executive, planning, accounting, etc. Meanwhile, the activities of individual organizations have special functions. For example, tasks and goals based on the implementation of educational activities are characteristic only for subjects in this field.
What is a document system?
The unification and standardization of management documents is a system of materials formed on the basis of their relationship to:
- signs of occurrence;
- destination;
- industry;
- type;
- compilation requirements.
What are the documents in a unified system
System documentation can be general-purpose and industry-specific. As for the first type, questions should not arise here. To industry systems include workflow, reflecting the specifics of the enterprise or organization. For example, standardization and unification of customs documents will contain materials regulating the procedures for checking and passing on exported, imported goods at the state border.
How interconnected the materials are and how the documents of both systems - functional and industry - relate to each other, depends on many factors. In particular, their significance is predetermined by the nature of the activity of an organization. In addition, the unification and standardization of management documents does not always imply the creation of provisions on organizational, executive or administrative activities. Meanwhile, the documentation of the organizational and administrative plan, which contains the fundamental aspects of management, administration, interaction and regulation of the work of government bodies, enterprises, divisions and officials, is based on industry and functional structures.
The main stages of unification and standardization
Problems of standardization and unification of foreign trade documents often arise due to the untimely allocation of a block of organizational and administrative documentation, which serves as a legal aid for such systems.
Conducting timely unification in the workflow of a trading company implies:
- Within the structure of uniform documentary forms, the establishment of the corresponding nomenclature takes place.
- The general model for building a document system is based on the use of a form taken as a sample.
- Special attention is paid to the rules of syntactical construction of documentation.
Prior to this, the unification and standardization of primary documents took place taking into account all the requirements for materials at all stages of creation, filling, processing and saving. The psychophysiological capabilities of a person and the parameters of machine-technical devices were taken into account.
Features of creating standards
It is worth noting that the result of the unification process was the reduction of the most frequently used templates to a single legal form. Standards developed for services, products and work have their own explanation at the federal legislative level. The concept of “unification and standardization of documents” in this case is determined by state activity on fixing norms and characteristics for repeated use on a voluntary basis.
The task of creating standards is orderliness in the manufacturing sector and increasing the competitive quality of products, services or work. The standardization and unification of foreign trade documents also aims to achieve information and technical compatibility.
Problems associated with the unification of foreign trade documentation
In addition, the term "standard" means not only a document of normative content. The law clearly defines the mechanism for its voluntary enforcement. State standards quickly changed to national ones. After the introduction of fundamental changes, only the problems of standardization and unification of foreign trade documents remained the same.
Particularly acute to this day is the question of state standards governing the process of compiling supporting documentation for exported products. According to the unified system adopted by the federal law “On Technical Regulation” of July 1, 2003, the provisions present in it do not fully comply with the unified requirements for maintaining documentation, however, they continue to be widely applied today.
The role of Gosstandart in the process of unification and standardization
Unification and standardization of documents is the path of Gosstandart of Russia. Any all-Russian classifiers in the technical, economic, social sphere acquire legal force immediately after passing the state registration. The control over the implementation of all requirements included in individual acts is carried out by the Gosstandart of Russia and other bodies authorized by the state within the specified competence.
The main directions of unification and standardization of documents are the establishment of uniform samples, templates, forms. These may be the standards necessary in the preparation of documents for standards for certain types of goods and unified documentation systems. The latter is a system of materials created according to established uniform rules and requests. The unified documentation system contains, as a rule, the information necessary for the implementation of managerial functions in a specific sphere of influence.
The main unified and standardized systems in Russia
Today, among the unified systems stand out:
- structure related to organizational and administrative documentation;
- a system that controls the workflow in a banking institution;
- unification and standardization of accounting documents, as well as reporting and accounting financial documentation in public sector institutions;
- scope of statistical documents;
- system of documentation governing labor issues;
- unified documents for foreign trade.
Accordingly, each of the above systems is accompanied by its own state standard, which is developed by central departments coordinating the functioning in a specific field of activity. For example, the Ministry of Finance in Russia is responsible for creating forms for accounting and banking documentation.
In turn, the Rosarchive determines the patterns of organizational and administrative documentation. The same authorities approve the
details of the documents. Their unification and standardization implies the creation of forms for use in a particular industry.
Details and forms of documents in the standardization process
The requisite of the document is considered to be its mandatory element, without which it is impossible to go through the formalization, registration of the material. Details include signature, stamp, stamp, date, text, etc. Naturally, for each type of official document, a separate set of details is used. Moreover, in each of the systems unification is implemented by creating an exemplary form of documents for one of the systems. On its basis, the most appropriate details of all documents included in a particular database are developed.
The form, as already mentioned, is a template form of the document. Such a model for compiling a document in the established field of application takes into account its format, sizes of margins and indents, features of creating a structural grid and main details.
The unification and standardization of organizational and administrative documents contributes to the simplified use of forms in the activities of any organization, institution, industrial and manufacturing enterprise.
GOSTs, which govern the use of unification and standardization of organizational and administrative documentation, apply to:
- regulations;
- orders and orders;
- solutions;
- Protocols
- Acts
- letters.
The letters fix the decisions of issues of an administrative-organizational nature, including management, coordination and provision of activities:
- state authorities of the constituent entities of the Russian Federation (the list of constituent entities includes autonomous okrugs and republics whose legislation defines the national language along with Russian as the main one);
- enterprises and associations, regardless of form of ownership and legal activity.
GOST establishes not only the composition of the details, but also the requirements for their design, as well as the manufacture, accounting, application and saving of forms with the present State Emblem of the Russian Federation and the emblem of the subjects. GOST application is a schematic representation of details.