In various fields of activity of individuals and legal entities, documents are used. The rules for their preparation, storage, circulation and application are included in the discipline called office work. Each organization should have such an employee, otherwise there will be no coordinated work. To understand the principles of this activity, you should learn about what types of documents exist in paperwork, as well as about their proper compilation, storage, use.
general information
Documents require proper design, preparation, storage and processing. The timeliness of the decision depends on the information presented on paper, as well as literacy. Each country has its own principles of documentation. Take, for example, the office work of the Republic of Belarus: administrative documents, their types are regulated by the legislation of Belarus. Russia has its own rules, so the principles for processing business papers may differ.
Documentation is part of the work of any company, as it determines its activities. Therefore, paperwork is controlled by the state through laws. During inspections, they primarily pay attention to business papers.
The main areas of office work
This area of activity includes:
- correct and high quality paperwork;
- organization of work with documentation.
Paperwork is especially important in the following areas:
- standardization;
- legislative regulation;
- creation of legal acts.
Work principles
To work in the field of office work requires certain knowledge and skills. Because of this, enterprises have units, each of which is responsible for a specific activity.
In small firms, this work is done by the secretaries responsible for the documentation of the enterprise. All types of clerical paperwork are very important, and everyone may be needed at any time. They are usually stored in secure cabinets. Responsible persons are fined for incorrect documentation.
What does the law say?
The law spells out the need to document information and contains basic definitions. This normative act defines relations that arise using information technology. The need for documentation is mentioned in other laws.
The Civil Code of the Russian Federation contains the legal basis for the work of legal entities and the procedure for clerical work. The Tax Code lists important tax types of documents in paperwork. On their basis, the accounting of commercial activities of institutions and individuals, deductions of fees.
The law also provides sample documents. The Civil Code has requirements for the preparation of constituent agreements, charters, powers of attorney. Regulations include forms of documents sent by various methods - by mail, fax, via the Internet.
Documentation in Russia
There are generally accepted types of documents and their classification in paperwork. Business papers are as follows:
- organizational and administrative: protocols, decisions, charters;
- reference and information: acts, certificates, telegrams;
- personal: work books, statements, contracts.
Types of documents in paperwork are also classified by forms. The main ones are as follows:
- screen;
- individual;
- typical.
All types of clerical clerical work are necessary for the coordinated work of the entire enterprise. It is important that they are correctly and correctly completed. In connection with the development of modern technologies, electronic workflow has appeared today. The types of documents in it are the same, only the work is carried out using various programs. Usually, computer systems are used for this, which allow performing many functions.
Electronic document management is an integral part of paperwork in which the creation, transfer and storage of documentation is supported by a network structure. This work allows you to manage all areas of production.
Other classification
In content, the types of documents in paperwork are simple and complex. By origin they are divided into personal and official. Given the place of adoption, the documents are external and internal.
Documentation is also classified by storage time: permanent papers, those stored for more or less than 10 years. By publicity, they are unclassified and secret. Documents may differ in the type of fixation: sound, graphic, printed and handwritten, photo and film materials.
There is a division of securities into urgent and non-urgent. If you distribute them into stages, then there are extracts, drafts, originals, copies. A separate industry is made up of government documents designed to regulate specific areas of life. The authorized bodies are engaged in the development of instructions, directions, orders.
Primary documents
It includes papers consisting of initial information obtained during the development, research, observation and other work of man. They are created in accounting activities for business issues. These papers confirm the facts. These include acts, certificates, invoices. Usually, uniform forms are used for filling.
Even if there is no generally accepted form of a document, a company creates its own sample. It must contain the following details:
- title;
- date of issue;
- company name;
- operation description;
- meters;
- list of responsible persons;
- signatures.
Whatever the types of documents, information in paperwork should be enough to carry out the work of the enterprise. Due to any irregularities, coherence of activity is complicated.
Office work of companies
On the basis of the orders of the chiefs, different provisions are created. This is the basis for office work. The main types of documents at the enterprise are presented in the form of individual and standard acts. The former regulate the work of units, workshops, departments that conduct organizational activities.
Typical documents apply to all departments of the company. The draft regulation is carried out by the contractor, after which the work is checked by the legal department. If there are deficiencies, they are prescribed in a separate document. The main act during the work of the company is the order of the head. Based on it, the rules of the institution are created, decisions are made, events are held.
Types of notes
A memo is an important paper describing a fact, proposal or conclusion. She is sent to the head, who gives further instructions on the document.
A memo is a type of letter or internal correspondence in a company. She is given to units, but not to management. Paper is sent to officials. Such documentation has reporting and informative properties.
The explanatory note is a document that sets out certain provisions, as well as the reasons for any violations, failure to perform work. Such papers are necessary for the coordinated activity of any enterprise.
Instructions
There are 2 types of documents. The first ones determine the procedure for the implementation of specific work carried out by departments, officials. The instructions contain information about the rights, duties, responsibilities of employees.
Thanks to this documentation, the procedure for performing any work is clear. Instructions for the term are permanent or for a certain period. If no validity period has been established, then a review is carried out every 3-5 years.
Document Formation Stages
Each document passes:
- Registration
- edition;
- execution.
If all the steps are completed, the document is placed in a folder in which there should be no more than 250 sheets. If there are more, start 2 volume.
Features of paper storage
Documents are stored according to the following rules:
- they are formed in different matters - by storage time;
- folders should be grouped by year;
- overfilling of the case should not be allowed;
- papers are stored in chronological order;
- with orders provisions, instructions, if any, are kept;
- orders for various matters are distributed in different departments.
After execution, the document is sent to the case, which helps prevent loss. This should not be postponed until later, otherwise confusion may occur in the work. Moreover, responsibility for the loss of documents is provided, and this applies not only to an individual employee, but to the entire company.
The classification of documentation is very convenient, because it allows you to keep records without problems. Proper handling of securities will help to preserve them and prevent malfunctions in the enterprise. If everything is laid out, so to speak, on the shelves, then in the case of verification problems with the papers will not arise.