Do you know what document preparation is? First, let's understand the terminology. In a narrow sense, a document means a carrier of certain information invested in a written format. It certifies the presence of certain facts of special significance. To prepare such a paper, it is necessary, first of all, to collect the required information along with their further registration. So, let's start by looking at the overall documentation structure.
Types of documents
The whole variety of documentation serving the sphere of management is classified on various grounds. For example, the following varieties are distinguished by nature:
- papers of personal origin;
- official documents.
Document of personal origin
By such is meant a form created by a person outside his sphere of activity or the exercise of public duties. Such papers include personal correspondence along with special memories, diaries. They are formed in the private life of a person, outside the scope of professional activity or the performance of public duties.
Official document
It is created by legal entities or individuals, and at the same time it is drawn up and certified in the prescribed manner. Among the official documentation, a group of personal identification papers is highlighted, we are talking about a passport, residence permit, specialty, education (diplomas, certificates), seniority and so on.
Office services usually interact with official documents, the vast majority of which are management papers. They are created in order to implement a managerial function, such as planning, along with forecasting, financing, accounting, control, supply and so on. Service items are official documents used in the current activities of the enterprise. Now we will examine the actual purpose of the media in question and consider the program for preparing documents.
Appointment
The central issue in the study of documentation is to identify the reasons that force a person to record information, that is, create the appropriate paper.
The solution to this issue is directly related to the functions. To understand the purpose of the document, taking into account the fact that it can pursue several goals at once and is used to solve many problems, we use the abstraction technique, select and consider the essence of the document. First of all, it should be noted the social component of the documentation, its social character.
These elements are created by man for people, which immediately emphasizes social purpose. No community can exist without information communication. Documents fix them, as well as all the processes that take place in society. Concrete paper is purposefully created within the framework of a certain social environment, which it reflects.
Having emerged as a product of social relations, certain types of securities themselves begin to actively influence these relations. Such a role, first of all, is played by the constitutions that establish the order of relations in the state along with other legislative acts, various charters, regulations, rules, instructions. I must say that such elements independently begin to contribute to the development of people, for example, all kinds of peace treaties with international agreements and declarations.
The procedure for preparing documents
When carrying out the preparation, it is necessary to comply with all the standards established by GOST and other normative acts with the rules that ensure the legal validity of securities along with efficient and high-quality execution, search and the possibility of processing by computer equipment. What does the correct preparation of the document involve?
Papers are considered improperly executed if there is a requisite required for this information carrier. In this case, you must write the index, author name, number, date, title, signature, and so on. In the process of preparing a package of documents, the requisite composition can be supplemented if the purpose of the paper requires it. Next, we find out a new type of information reflection and find out what advantages it has.
Electronic documentation. What do you need to know?
Recently, the preparation of a package of electronic documents has been important. This form is understood not as an image of a paper element, but as a modern technology for working with forms, where the former version appears only on demand in the role of a hard copy. The technology for processing electronic samples currently allows us to further and further move away from typewritten and manuscript elements. Thus, people are increasingly dealing exclusively with their electronic submission.
The modern look may allow different types of input information and contain various command buttons along with switches, drop-down menus or lists for selection. After filling out the form, you can send it. As a rule, you only need to press a button for this, since the email address of the recipients is predefined.
Electronic documents. Benefits of using
The following advantages of preparing electronic documents are distinguished:
- Reducing customer service time by reducing the period for searching documentation and responding to a request
- Improving information management through quick access to documentation. In this case, the choice is given to the most optimal way to store information, to obtain opportunities to collect and process it in a larger quantity than it did before.
- Such carriers make more accurate, and at the same time well-grounded management decisions.
- The degree of documentation security during storage increases due to compactness, speed and low cost of the copying process in as many copies as needed.
- Ensuring the protection of information from unauthorized access by performing faster and cheaper encryption and decryption of information in electronic media.
Paper documentation
How is the preparation of regulatory documents? Consider another important issue in more detail.
A document that is made on paper or similar media belongs to the category of the previous format. But it is worth noting that in modern society, more and more preference is given to the electronic version, which is gradually replacing waste Talmuds. Thus, the translation of the paper archive into an electronic version is intensively carried out in organizations around the world.
Approval and required signatures
In the framework of compliance with the procedure for preparing the document, an important role is assigned directly to the coordination, that is, the examination of the prepared draft documentation by interested parties. It can be internal (with an official and employee of the organization) or external (with other enterprises). Internal coordination is also called a sight, and the marks affixed to the carrier respectively the visa. Let us further consider the features of this process.
Approval is carried out before the signing or approval of the paper. Heads of organizations signing or approving the form should always pay attention to the presence of the necessary visas in it.
The approval of documents by interested parties is required for a competent management decision, which allows to improve the quality of the decision with the responsibility of the organization’s employees for their implementation. Sighting is carried out by all interested parties, that is, those who are affected to one degree or another by the content of the paper, who will then have to execute it.
Normative
Most often, all kinds of legal acts are considered to be this category of securities, which are written official documentation adopted in a certain format by a state body within its competence. They, as a rule, are aimed at establishing, and at the same time, changing or completely abolishing regulatory actions.
Preparation of legal documents
Another important task. Immediately make a reservation that they act as carriers of legally relevant information. They suggest the occurrence or absolute change or termination of legal relations, which, according to the rules of law, serves as the basis or confirmation of the obligations of participants.
The value of legal documents
It consists of the following:
- With the help of such means of legal regulation, a norm, agreement, individual decision and so on become accessible and objective for other legal entities.
- They make it possible to achieve certainty, and, in addition, stability within the framework of relations between people. In this case, the strength of their legal status becomes possible.
- Due to legal manipulations, such papers are given an official character.
registration
Do you know what the preparation of documents for registration is? In this case, we are talking about assigning a registration number to the paper and entering data about it in the accounting form. Under the corresponding symbol (index) is understood a digital or alphabetic designation, which is assigned to the carrier during its mandatory registration. This system helps to effectively systematize the endless flow of information and allows you to achieve the order and organization of any production process.
Document form
The set of available details of which the paper consists is called the form. This category, which is characteristic for a particular type of information carrier, for example, an act, an order, is called a standard form. The latter is characterized by a certain number of different details, which are located in strict sequence. For example, the application form includes the following: the addressee along with the author, an indication of the type of paper, text, signature, date, and so on.
One form is a single act of documentation. But the organization’s activities are formalized and can be reflected by a whole set of interacting securities in a certain way, usually those that correspond to the management functions. It is worth emphasizing that the combination of paper media, which are interconnected by signs of origin, purpose, type, field of activity, common requirements for registration, makes up the general system of all documentation as a whole.
We hope that now it has become clear to you how the preparation of the documents goes.