Information and reference documents in business, within the company, between enterprises, in relations with government bodies are executed and used by law or custom, and provided individually to an individual or legal entity may have legal significance. In all cases, the purpose of the document is always obvious, but the structure and form of expression of content requires knowledge.
Information flows
Everything that is visible and tangible to a person carries information, but far from all information has practical significance. This statement is true if we consider the information in the context of the personnel department, management department, or design studio of any company.
The judicial system has its own flow of information and, in addition to legally relevant documents, there are many documents on the scientific organization of labor, personnel work, certificates and reference information for citizens in general (not in the judicial process).
Consumer market - a lot of information about where, what to buy and at what price, what and when it will go bad, who made it and from what. This is not the work and social life of a citizen, but reference data is produced and consumed enough.
The result of the meteorologist’s work is also information and reference documents, references, summaries, reports ... They contain significant data that are important for a huge number of people, machines and mechanisms, countries and even continents. The information here is collected by very sophisticated instruments and techniques developed over centuries, and in recent years - according to information from space satellites through complex mathematical calculations.
Weather reports are not statements of bookkeeping, but if they contain false information, the consequences can be catastrophic. Tax anger will seem like a nightingale trill amid a territory devastated by a hurricane, or a stream of airliners, deprived of the opportunity to sit down and save passengers' lives.
At the end of the last century, computer business finally strengthened its position, algorithms became reliable and fast, and the presentation of data acquired the system and experienced specialists, the IT field (in general) began to develop steadily.
Weather reports are necessary and interesting, but according to custom and demand it is generally accepted that reference documents are, after all, information flows of documents in business and in relations with the state.
Electronic document management has acquired a steady desire to translate into reality, a lot of systems have been created, and initial experience has been acquired. The classification and unification of the business paper industry has gained clear contours.
Presentation of information
As a first approximation, after many decades of development of information technologies, it is generally accepted that information can be represented only by two tangible forms that can be used in the practical activities of people:
The latter form has recently gained legal significance thanks to the developed technologies for electronic signature and cryptographic protection tools.
In the second approximation, one can not consider the forms of information presentation, for example, road signs and markings, signs “arrow” in the room and documents of the state doctrine “One window”, according to which every government agency is obliged to publicly post its orders, decrees, reference information in the field of competencies, etc. for citizens and stateless persons using the services of this institution.
In the third approximation, information and reference documents can be presented in written or electronic form.
The last option, in fact, is files and folders. In fact, every document has authorship, reason for appearance, time of creation and addressee. The most important thing in any document:
- it can really be remembered;
- or intuitively guess about it;
- or find in the archive;
- or discover in the memory of creators, consumers, manufacturers.
For files and folders, things are different. Here "never anything" cannot be found. A file is not a document, but a folder is not a shelf of documents. Even if we do not consider the case of file exchange between users, a ton of files are always accumulated on each user's computer, painted in hundreds of folders, and it is impossible to find anything meaningfully in it even after a month or two, and after a year is not realistic at all.
When the file is created, the author knows, "why, why, for what purpose." It is this knowledge “why, why, for what purpose” that disappears over time.
In fact, a person always remembers what and when he did, at least, the most important thing, but the connection of this knowledge with the file and folder name very quickly disappears.
Files, folders, blockchains and Oracle mirror
A very strange, but surprisingly well-established idea: documents are files that are located in folders. Files can be pictures in a raster or vector, that is, a rigid structure and content, or scalable in size. Files can be texts, tables, databases and any other functionality that a software developer gives them.
An imbalance in the presentation of information led to the idea of ​​a blockchain.
According to Wikipedia, the idea of ​​a “data chain built according to certain rules” appeared about ten years ago. Much earlier, the same idea was identified and implemented in SCI's concept of object-oriented programming more than thirty years ago.
The objective reflection of written representations of information by its electronic equivalent is rightfully owned by the industry leader of Oracle, it reflects the dynamics of information representations from the beginning of the 80s of the last century.
Thus, from a formal point of view, any information and reference documents can be presented exclusively in written or electronic form, but the option of presenting documents is more advanced than a file has not yet been created.
A written copy of a document in electronic form is, in fact, all the same written form. Raster and pdf file formats are informational and reference documents of the organization. Vector and text (docx, xlsx, pptx and the like) files for the most part are document development. As soon as the document is agreed and started to work, it is simply printed on paper or formatted in pdf.
A characteristic feature of the raster and pdf is that such a file cannot be (not accepted) changed, it is provided for information as it is. The addressee can get to know him, but change - no.
Types of reference documents
A document from a text is distinguished by a special structure and presentation form. The document consists of details, is written in a certain style and carries information from the author to the addressee. The number of authors and recipients may vary, the content and structure of the document may vary, but usually this is in the format of “changes and additions”. That is, as a separate document attached to the main one.
The certificate can be issued by the accounting department individually to the employee, and the memorandum is addressed to the company's management on the merits of the production problem.
It is believed that reference work with documents is an area of ​​information, not management. Whether this is so or not, but in reality other reporting documents of the current year can lead to dramatic changes in the management of the company next year.
The current practice of organizing office work of a company divides information flows into:
- bookkeeping;
- financial units;
- marketing;
- production itself;
- management sector, etc.
Naturally, the help of the management sector and the help of accounting differs not only in appearance and content, but can also be classified according to completely different applications.
Reporting notes of the financial department are significantly different from similar documents of production units.
What documents relate to information and reference, determines the company. From the general species system:
- note (report, service, explanatory);
- report, proposal, presentation;
- statement;
- all correspondence options;
- protocol, act, agreement;
- reference;
- conclusion, recall;
- Summary
- list, tariffs, list;
- telegrams and telephone messages.
Each company forms its own range of names of documents that are customary to use. As a rule, the will of workers and managers is not limited in the creative aspect, but the basic outline is determined by the mentality and strategy of the company inside and in relations with the outside world.
The structure and content of the document
A feature of modern office work: in recent decades, it has the character of an electronic, but paper-oriented style. The widespread use of pdf format is another confirmation of this.
Many electronic document management systems have been created , which are used to replace pdf-files in some way, that is, they do not allow the addressee to change anything, but there is still no complete solution.
However, a significant achievement is noted: in each company there is a clear idea of ​​how to write information and reference documents, which details to use, what font to use, what fields should be and how to formulate the content.
Almost always and everywhere a document is made by a specialist who possesses the necessary knowledge and experience. In addition, the leadership issues orders both in terms of composition and what and how to draw up, where to store, how to publish and deliver to the addressee.
Drawing up information and reference documents is the work of a specialist in his area of ​​competence. Typically, this process is controlled by an electronic document management system and leads to the formation of a file stream by category, type, address and other criteria.
Common Definitions and Reality
Information and reference documents (according to Internet sources):
- this is a set of documents containing information on the actual situation, serving as the basis for decision-making, issuing administrative documents;
- they are used both for transferring information from one addressee (official, structural unit, the whole organization) to another, and for fixing some information information.
- they do not contain instructions, do not oblige to carry out instructions, as administrative documents, but provide information that prompts certain decisions to be made, that is, they initiate management decisions and allow you to choose one or another method of managerial influence in a specific situation.
These and other definitions formulate the main function - information. In some cases, this function has significant legal value, and it can be used under the guarantee of the signature of the person in charge and the seal of the organization, for example, a salary certificate or work schedule.
Violation of the company’s working hours will create negative consequences for the violator, and a certificate confirming income before the tax office will save the employee from sanctions and remove suspicions.
It is impossible to consider organizational, administrative and reference documents outside the internal relationship. The entire document flow of any organization is its strategy, its face, its own idea of ​​the style of paperwork and its version of the classification of documentation "on the shelves" and areas of application.
Classification in practice, examples of automation
Typically, the classification of documents in practice differs from the generally accepted or scientifically based. For example, a business does not seek to divide documents into:
- screen;
- individual;
- typical.
However, each company considers it reasonable and necessary to classify the flow of information by units and by purpose. For each type of document, a special encoding is made, in its own regulatory act, the company indicates how to execute, in what font, at what interval, which details to indicate, etc.
Progressive and large companies, especially when site management systems became the norm in managing information flows, began to create local servers that not only published examples of paperwork, offered category trees for various employees, but also provided the opportunity to fill out forms, as a result of which automatically formed desired document.
Automation is a faithful companion of workflow. The advent of computer technology and information systems has only expanded the composition of information and reference documents that can be used.
The work of employees and employees of management sectors became available analytically, which allowed companies not only to expand the composition and content of information flows, but also to output statistics and help in the format of an automatic result.
Each day of work allows you to update reference information, which has a real impact on the overall economic effect.
Paper Oriented Style
A document is a sheet (several sheets) of A4 format. Custom, habit, local normative act, although in some legislative acts, especially in GOSTs, not only the format of the sheet is mentioned, but also its structure.
Indeed, in the vast majority of progressive companies, electronic document management is gaining real force and the use of web architectures or specialized programs is becoming mandatory for every employee.
This simplifies the publication, a complete system of information and reference documents becomes elementarily accessible, equipped with navigation, an interactive help dialogue. The sad thing is that the conceptual position of electronic document management still bears the imprint of a paper document.
You can somehow understand familiar sheets, familiar notebooks, marked-up blocks of pages, but you can’t understand the use of docx, xlsx, pdf or another electronic format as the basis.
If the processing of information and reference documents is performed in a word processor, spreadsheet or pdf printer, it is scanned for the presence of the actual original signature and blue print, and only then the file goes into work in the general flow of documents, gets into the company's information system - this is not an electronic style .
This is the usual automation of the paper process. Faster, more efficient, but this is the last century.
Custom and practice electronically
Information and reference documents include documents of the business sphere and its relations with state bodies. Documents are also circulating in the public sector. Housing services, state enterprises and public organizations also create information in one form or another.
Society has become accustomed to having guidelines and background information. But it is usually believed that a document is a brick from the sphere of business activity, not necessarily a company.
Legislation is not too careful about the regulation of workflow. A simple example: no norm regulates either programming or the database. There are only general words, general considerations, but no requirements, no substantive responsibility.
For example, the fact that criminal offenses in the IT field are reflected in the Criminal Code of the Russian Federation implies:
- unauthorized access to computer information;
- creation, use and distribution of malicious computer programs;
- violation of the rules for the operation of means of storage, processing or transmission of computer information and information and telecommunication networks.
But these positions do not cover all cases, have a classic legal meaning and have no real reason directly from the features of software development and data processing.
The protocol as an information and reference document is a common occurrence at a meeting of the general meeting of equity holders under shared construction contracts. The situation was considered, disagreements between those present were resolved. The document is approved. Those who were absent from the meeting in most cases will attempt to change something.
The acts of putting the dwelling premises to the interest holders are not related to information and reference documents, but a lot of data from ordinary protocols, certificates from the developer, certificates from the creditor, proof of income about wages will be attached to their contents.
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You cannot delete a file (this is not, but it should be so). Creation of a document - is not deleted, even if the paper document is destroyed - the fact remains in reality. The certificate issued to the employee may be lost, may be falsified, but there was a fact of its presence, legal consequences are inevitable.
In the modern computer world, information and reference documents play a significant role. Even when their status does not have any legal consequences, they inform people. People make decisions.
The order in the electronic flow of information is a reality and a necessity for any business, for any socio-economic and domestic relations.