Documents have existed for a long time. They appeared along with writing. The key functions of documents are the recording and subsequent transfer of information, recording information and their storage. In implementing these tasks, various, including official, documents are used. The areas of public life in which they are used are the most diverse.
Classification
As mentioned above, various, including official documents are used in various areas of life . What other media are there? Papers may be personal. Such documents are created outside of official activity or performance of public duties. They include correspondence, diaries, memories.
Official document
The Russian Federation is a country with a special state structure. Legislation is in force on its territory, branches of government and state bodies are functioning. The basis of the latter are official regulatory documents . These acts establish the functioning of institutions, the limits of their competence, duties, rights, and responsibility of officials. Their creation is painstaking and laborious work. Official documents are laws, standards, rules, orders, orders and so on. Most of them have a managerial focus.
Paper types
Depending on the method of recording information, there are:
- Text Document. This is such an act in which there is speech information. It is fixed by any sound recording system or any type of writing.
- Electronic white paper. This is an act created and readable using a computer.
- Typewritten white paper. This is an act, the creation of which is carried out using technical means.
- Handwritten white paper. This is paper in which signs are applied by hand.
The indicated categories of acts are used in the activities of enterprises and government bodies. Office services carry out processing and storage of documents.
Management papers
Depending on the attitude to the administrative apparatus of the enterprise or authority, the following documents are distinguished:
- Inbox
- Internal
- Outgoing.
Acts also differ in terms of access restriction. On this basis, the following documents are distinguished:
- Secret They are marked with a special bar. To work with such documents, special permission is required.
- Simple.
- Official use. These acts are also marked with a corresponding heading. They are used by employees of an authority or enterprise.
Degree of authenticity
On this basis, the documents are divided into:
- Scripts.
- Duplicates
- Copies.
The original of the act is the first or only copy that has legal force. The original is certified by the handwritten signature of the official, stamp of approval, seal of the seal and has a registration index. The original without fail contains information that confirms its reliability. For example, this may be information about the place, the time of creation. Duplicate is a duplicate of the original. This document is also legally binding. It is issued in case of loss of the original. A copy is an act in which the information of the original, its external features, are fully reproduced. However, it does not have legal force. A copy may have special details proving its compliance with the original. In this case, it becomes legal.
Storage and transfer method
Each official document has its own period of being in the archive. Acts can be permanent, temporary (up to 10 years) or long-term (more than 10 years) storage. The term is determined by the Federal Archive and is fixed in the list of documents. Depending on the transmission method, they distinguish:
- Letters.
- Telephone messages.
- Telegrams.
- Fax messages.
- Telexes.
- Email messages.
Content
Each official document is used for specific purposes. Management acts depending on the content may be:
- Organizational and administrative. These include, in particular, charters, regulations, orders, decisions, instructions, regulations, staffing and so on.
- Help and information. This category includes telegrams, letters, explanatory, official, memos, acts, certificates and so on.
- Papers on personnel. These include personal files, orders, work books, statements, contracts, resumes, profiles, characteristics and so on.
Structure
There are two components that make up the official document. This is an informational and legal element. In the early 70's. in archiving, a new concept was introduced. It became the term "documentary information." It should be understood as public information or the forms and types of various data processed at the level of human thinking and recorded on a material medium for processing and storage. Analyzing the existing definitions of a document, several approaches to its interpretation are highlighted. He is:
- Material object.
- Information carrier.
- Documented information.
Appointment
Document definitions used in practice emphasize its informational essence. Act, displaying information, thus ensures their preservation and accumulation. Along with this, the document assumes the possibility of further transfer of information to other persons, its multiple use. Acting as a data carrier, it is an integral element of the internal organization of any company, organization, enterprise. Information is used in making administrative decisions, used as evidence of their implementation and a source of generalization of information. In addition, the document acts as a material for reference and search activities. In the framework of management, it is the subject of labor and its result, since the decision is recorded and fixed in the act.
Requisites
They are mandatory elements that are present on every document. These include, in particular:
- Name.
- Text.
- The date.
- Resolution.
- The stamp of approval / approval.
- Addressee and so on.
In different acts there is a different number of details. Their number is determined by the purpose of creating the document, the requirements that apply to the content, purpose and other factors. In many documents, the number of details is strictly limited. If any of the mandatory elements is missing or incorrect in the act, then it may be declared invalid.