Today in the country there are many different organizations with a certain legal form, direction of activity, purpose of existence. All of them differ in size, number of staff, occupied by a niche in the market, functions in the social sphere and in other categories. But regardless of all these criteria, they all conduct document management, both external and internal. The following sample documents are considered in this article: orders, orders, resolutions, decisions of superiors, their appointment, form, forms, as well as details and legal framework.
Paperwork and workflow
All companies submit certain reports necessary for their type of activity, and also conduct internal document management. Local acts are important no less than regulatory legal acts. They determine the internal structure of the company, its organization, preparedness for various situations. Also, the tasks of internal orders and instructions include specifying the rights and obligations of employees and the employer, defining internal rules and many other aspects of the company. It is internal acts, orders and regulations that are the legal evidence of hiring, firing, moving, going on vacation and other operations related to employees.
A variety of internal documents
There are several varieties of internal documents, each of which has its own functions. Of these, the following types are distinguished: statutory, staff, official documents, certificates, protocols, acts, contracts, regulations, job descriptions, and administrative documents. An order is a sample of a document that relates to administrative documents. This group also includes the order and decision of the head. Other types of documents are responsible for such functions as the establishment of an organization, the establishment of the rights and obligations of its participants, the determination of the number of staff units, their relationship to departments and the hierarchy of subordination. Inquiries, memos and explanatory notes may relate to a variety of issues in the organization. All of them are designed to streamline activities in accordance with the law and the internal regime.
Why do we need administrative documents?
As noted above, the order, decision and order are samples of documents of the administrative group. They are aimed at solving various kinds of problems and issues that arise during the business of the company. A more detailed explanation of the purpose can be presented as follows:
- An order is a document issued by the organization’s management in order to resolve production and organizational issues of a company. There are several subspecies of orders in the direction of action: those aimed at solving production issues (distribution of finances, managing the work of departments, supply and sales), as well as at managing human resources (vacation, dismissal, relocation, hiring, business trips, bonuses and fines).
- Decision and order - a sample of a document aimed at maximum efficiency and effectiveness of exhaustion of issues related to production activities. Usually refers to a narrow circle of persons.
The order of publication of administrative documents
The procedure for issuing orders, decisions and orders of the director depends on the scope of the company, the legal form, composition and number of founders, management, the presence in it of separate structures, divisions and branches, as well as separate organizations of workers. The smaller the company, the easier this process is. In an organization with one founder, in which he acts as a director, the publication of the administrative document takes place without the approval, consideration and feedback of other participants in the economic activity.
In total, there are eight stages of issuing orders, decisions and orders:
- initiation of publication of a regulatory document;
- processing of information, legislative acts and provisions, rules relating to the issue;
- preparation of a draft document;
- project approval;
- refinement and compromise;
- signing;
- registration in internal registers of office work;
- informing stakeholders about the contents of the document.
Drawing up regulations
In order to issue an administrative document, the existence of a basis is necessary. Such can be a planned operation, a memo from the head of the department, an act of a third-party organization, an initiative of the employer. Further, on this basis, it is necessary to collect all the necessary information from a wide variety of sources: archives of internal and external documents, legislative acts, and even media publications. The main condition - the information is reliable, relevant and sufficiently complete to make a decision. A group of individuals or one specialist can prepare a project. Usually this task is assigned to the legal or personnel department. The project has no legal force, and in the process of development it can repeatedly change, adapting to the requirements of various structures.
Document Approval
After the procedures for the initiation, collection and analysis of information, as well as the development of the project, it is necessary to coordinate the draft document with all interested parties: representatives of the trade union, department heads, founders. If any of these structures do not agree with the proposed project, it is necessary to come to compromise decisions and make appropriate changes. After signing the document is registered, it is assigned an internal serial number. Forms of documents relating to administrative or organizational matters in economic activity should be kept in the archives for at least five years. Documents related to the functioning of the organization as a whole, its schedule and main provisions should be kept throughout the entire life of the company. An example of an order relating to such documents is on the foundation of a company.
Document Composition
Any example of an order consists of two logical parts: the preamble and the administrative part. The first reflects the essence of the problem, the second contains a decision by the management on this issue.
There are certain requirements for the execution of administrative documents. They are detailed in GOST R 6.30-2003. It defines the mandatory details: the name of the organization, its organizational and legal form, the name of the document, information of the director, as well as all employees and their positions involved in the coordination, the date, number and duration of the document. Orders, decisions and orders are drawn up on the letterhead of the organization’s documents.