What is document registration and why is an organization needed? Let's answer this question in order: first - “what”, and then - “for what”.
So, the mentioned process is a fixation of the fact of receipt or creation of any document.
In the course of it, a special index is affixed directly on the paper created or received in the organization. But this is only half the procedure. The second part is the introduction of relevant information about the "newcomer" in a special registration form. An index usually consists of several parts. Firstly, it is a serial number. It can be supplemented by indices of performers,
nomenclature of cases, classifier of recipients and so on. The components can be arranged in different sequences. The first, for example, can be a number, then the item index, and the classifier used can be indicated at the very end. But the reverse sequence is also possible. Incidentally, the registration of
constituent documents is also characterized by the assignment of special numbers containing also alphabetic combinations
.I must say that the company or company should be global registration of documents. That is, all business papers, both incoming and outgoing, should be recorded without exception.
Further, it should be noted that the registration of
documents of the organization must meet the following requirements:
• One-time - any received or created documentation is recorded only once. If we are talking about internal orders, then they travel from department to department with the number (index) assigned at the very beginning. This rule is equally true for official correspondence and for orders of harsh authorities.
• Timeliness - here it is understood that registration of securities received from outside is performed on the day of receipt. If we talk about internal orders, instructions or orders, they can be recorded upon signing by responsible employees (maximum - the next day).
• Separation - for each type of business paper there is a personal record (incoming, outgoing, orders,
memos, minutes of the meeting, orders, and so on).
• Uniformity - accounting is always carried out according to the same rules. Moreover, the registration form does not matter.
• Completeness of reflection of the essence - when entering data into the registration form, it is required to display maximum information in it. Especially in terms of the content of this or that documentation.
In addition, the fixation of all securities in the enterprise should be carried out within one year (calendar).
And now it's time to answer the question: "for what?" Document registration used in organizations allows solving a variety of problems. Consider the most striking example. If at the end of the calendar year we take and analyze serial numbers, then we can track the growth of document flow. This information may cause the legitimate requirements of the secretary to increase his salary (as an option, to increase the number of employees of the secretariat).