🔳 🤚 🙍🏾 The documentation system is ... Definition, description, features 👥 🕳️ 👩🏿‍🍳

The effectiveness of management is determined by the effectiveness of the intermediate links of administration. One of them is paperwork. It provides quick decision-making. The information that is present in the documentation is necessary for the stability of any organization.

The concept of a documentation system

In the framework of management activities are a variety of papers. A set of documents mutually related by origin, type, purpose, scope, common requirements for registration, forms a certain system. Each data carrier is in itself a complex information structure.

The documentation system is a multi-level model. It consists of many subsystems, which, in turn, themselves act as complex independent structures in relation to the elements that form them.

Classification

All storage media are united in certain groups - documentation systems. This is necessary to ensure the effectiveness and efficiency of solving managerial problems. Classification is based on special features.

There are two types of documentation systems. These are corporate and functional groups. The latter are considered the most durable and versatile. The fact is that the basis for the formation of functional documentation systems is based on signs that do not change for a long time. Currently, there are about 40 large functional groups of documents.

The corporate documentation system consists of information carriers used in the implementation of management tasks in a specific area of state activity, the economic sector, within a separate enterprise. This group also includes papers that are formed during the life of an individual or a specific family.

Functional groups

They include complexes of information carriers that ensure the implementation, first of all, of general management functions. There are unified documentation systems:

Planned
Reporting and statistical.
Primary
According to work.
Accounting.
Settlement-monetary, financial.
Departmental and statistical reporting.

The functional groups also include sets of documents reflecting the specifics of the activities of certain institutions and organizations:

Medical.
Educational.
Design and etc.

The specifics of corporate groups

In such documentation systems, several functional systems can be combined . In this case, the latter will be presented as a kind of subsystem.

For example, the totality of information carriers used in a university is formed by reporting and statistical, accounting, organizational and administrative documentation.

Business papers

This documentation system was one of the first to emerge. Even in Ancient Egypt, it was used to regulate family, economic relations.

The business documentation system is formed by administrative acts. It contains details that give the information fixed on a material carrier, legal force.

Accounting and statistics

In the XVI-XVII centuries. accounting system began to take shape. At the initial stage, information was reflected in special books of accounting for business transactions, receipts. This primary documentation was used in dispute resolution. Subsequently, more complex documents began to arise.

Currently, primary documentation is the basis of accounting. Today, cash orders, invoices, invoices, and other exculpatory securities are used as primary documents. At the same time, organizational and administrative documentation may also be primary. It is, in particular, about orders, instructions of the head or other authorized person.

In the XVI-XVII centuries. statistics began to take shape. To reflect the information used scribe and census books. The first contained descriptions of counties and cities, and the second recorded information obtained during the home census.

In the XVIII century. statistical reporting arose.

Sales Documentation

It arose in the second half of the XIX century. The system of commercial documents includes various contracts, agreements, bonds, stocks and so on.

In the course of the development of international relations, it became necessary to conclude agreements with foreign states. So began to form a system of diplomatic documents. Over time, it expanded, including all new subsystems:

Diplomatic correspondence.
Documenting the activities of consulates abroad, etc.

Military documents

They began to emerge after the formation of a centralized state. Throughout the entire period of the existence of the Empire, the military documentation system has expanded significantly. It included:

Sheets, personal lists, time sheets.
Orders (instructions, warrants, orders).
Explanations (instructions, rules, instructions).
Documents reflecting the course of armed clashes (dispositions, locations, magazines).

Organizational and administrative documents

This group is considered one of the largest among all systems. It includes two subsystems, sometimes regarded as independent units: organizational (legal and organizational) and administrative documentation.

The first is a set of documents that enshrines the rules, regulations, norms that determine the status of an organization, enterprise, institution, as well as their structure, competence, number of employees, the essence of activity, etc. The number of legal documents includes:

Provisions.
Schedules.
Charter.
Job descriptions, etc.

The administrative documents are intended to regulate the activities of organizations, enterprises, institutions. These include decisions, orders, orders, decisions, instructions, etc.

Reference and analytical documents

They play a serving role regarding organizational and administrative documentation . Information and reference acts are memoranda, minutes, statements, official, business letters, telegrams, electronic messages and a number of others.

Information and analytical documents are summaries, certificates, reviews, conclusions, lists, etc.

HR system

It includes a wide range of documents. The personnel papers contain data on the personnel of organizations, institutions, enterprises, the activities of the personnel departments themselves. The main part of the documents is personal. Among them, paper drawn up:

State bodies. Such documents contain legal evidence of information provided by citizens. These include, for example, a passport, work book, diploma, certificate, military ID, medical certificate, etc.
At the enterprise, institution, organization to confirm any legal facts. This can be characteristics, applications, salary certificates, passes, certificates and so on.
Citizens to be sent to the administration or trade union for the termination, establishment, change of labor and other legal relations. Such papers include autobiographies, resumes, statements, explanatory notes, etc.

The number of personnel includes official documents. They characterize the professional, business, personal qualities of the employee, but are not intended to be transferred to him. Such documents are representations for appointment to posts, certification sheets, memos and so on.

Unified documentation system

The need for its appearance arose at the end of the twentieth century. The creation of a unified system of documentation in the field of management was due to the rapid development of digital technologies and the complexity of economic relations.

In 1971, the Government of the USSR adopted a decree ordering to accelerate work on the unification of documents and classifiers of technical and economic information. Development was based on functional systems.

The key goal of unification is to establish a rational composition of documented forms and a set of interrelated social and technical and economic indicators. At the same time, special requirements were established for documentation .

The meaning of unification

Unified document management system provides:

Reducing labor costs in the implementation of information exchange. A person makes a minimum of effort to design or read information.
Widespread use of digital technology. The unified documentation is adapted for electronic processing. This is ensured by information, technical, software compatibility of documents, the use of their respective forms, dictionaries, classifiers and other supporting materials.
Streamlining information flows.
Reduce the number of documents.
Further improvement of office work.

All this significantly increases the efficiency of managerial activity, since the receipt of high-quality information occurs more quickly. In addition, the number of errors, manual operations, the amount of expenses, including financial ones, are reduced.

A unified system is a set of state standards that define:

Basic rules of workflow.
A single form of documents included in it.

Report Card

It is formed in institutions, organizations and enterprises according to the results of unification. The time sheet is a single regulatory act, a list of forms of documents that are necessary and sufficient for the effective solution of managerial tasks.

At its core, it is a reference. The report card in an orderly form fixes the forms used at the enterprise, organization or institution, and also describes the stages of preparation and execution of papers. It looks, as a rule, in the form of a table.

Research papers

They are created in the course of research and scientific and technological developments. The main types of documents are:

Reports on the results of experimental design, experimental design, technological work.
Reports on scientific and technical trips, expeditions.
Research programs.
Notes, reviews, feasibility studies.
Reviews, annotations, reviews, conclusions.
Theses, monographs, other scientific publications.
Deposited manuscripts.
Primary documents formed during research. Among them, for example, experiment logs, laboratory test results, etc.

Research documentation is used in the practical implementation of innovative developments. Information from it is used in the basis of various instructions, recommendations, prescriptions, etc.

Conclusion

The result of management activities often depends on the correct organization of the workflow. This is especially true for government agencies. That is why government agencies use unified document systems in their work.

The documentation system is ... Definition, description, features