Lecture 1. Modern technology and organization of office work. Assessment of the current state of documentation support for management (DOE).

The course "Organization and technology of documentary support of management" consists of two sections: "History of the organization of office work in Russia" and "Modern organization and technology of documentary support of management".

The purpose of the course is to give students an idea about the features of the formation and development of national record keeping systems in various historical periods and to acquaint them with the theory and practice of organizing modern documentation support based on scientifically based principles and methods for its improvement.

Course objectives:

highlight the place of documentary support of management in management processes;

to acquaint with the history of the development of the state record keeping system;

to form students' rational approaches to solving the problems of organizing work with documents in an institution;

familiarize students with modern typical structures DOW services;

explore modern technologies documentation management support.

Documentation is the basis of control technology

office work-a branch of activity that provides documentation and organization of work with official documents..

Initially, the term appeared in oral speech (presumably in the 17th century) and meant the process of solving (producing) a case: “to produce a case” - to solve a problem. In the course of the decision, it became necessary to consolidate the result, for example, an agreement reached. For this, documents were created from ancient times, since the spoken word is short-lived, can be forgotten, distorted during transmission, or not so understood. Already in the XVI century. the word is used case as a collection of documents related to any case, issue. For the first time in this concept, the word "case" was recorded in documents in 1584.

Modern office work includes:

ensuring timely and correct creation of documents (documentation);

organization of work with documents (receipt, transfer, processing, accounting, registration, control, storage, systematization, preparation of documents for archiving, destruction).

In parallel with the term "office work" In recent decades, the term has been used management documentation(DOE). Its appearance is associated with the introduction of computer systems into management and their organizational, software and information support in order to approximate the terminology used in computer programs and literature. Currently, the terms "clerical work" and "documentary management" are synonymous and are used to refer to the same activity.

Documentary support of management (DOE) is a type of organization management support that includes fixing, transferring and storing information about the state of the organization and control actions to change its state. DOW includes the following main processes:

fixing control actions or data on the state of affairs of the Organization on official media, i.e. " documentation" or "document production";

timely provision of information in an official manner, i.e. transfer of documents or document flow";

prompt and long-term storage of documents, i.e. "archival storage".

Management documentation support is a branch of activity, the main purpose of which is to provide management with information about the state of affairs in the Organization in order to make informed management decisions and monitor their implementation.

Documentation is the process of creating and processing a document. The state standard defines documentation as "recording information on various media according to established rules."

Today, the preschool educational institution serves both as an effective management tool and the most important communication tool in the relationship between government agencies and the country's population, civil society structures, and business. In our opinion, in the course of the reform at the national level, it is necessary to establish uniform principles for the unification and standardization of services and technologies of preschool educational institutions, as well as documentation - for better interaction between government bodies. State regulation in the field of documentation support acquires special significance in connection with the use of electronic documents and means of electronic communications. The growth in the volume of information and documentation in the authorities puts forward the need for constant monitoring and management of these processes by the state.

Domestic traditions, world experience, recommendations of the International Council of Archives clearly point to the need for state regulation of documentation management, as well as a reasonable reduction in the volume of document circulation in the country.

The state archival service has traditionally been involved in streamlining management documentation in Russia.

For example, the latest Regulations on the Federal Archival Service of Russia dated December 28, 1998 No. 1562 included the following task: “development and improvement, together with federal government authorities and government authorities of Russian Federation archives and office work, including the state system of office work and unified documentation systems”.

The new management body - the Federal Archival Agency (see Decree of the Government of the Russian Federation of June 17, 2004 No. 290) in accordance with the decisions on administrative reform, is not endowed with the functions of managing documentation. It is assigned only the function of coordinating exemplary nomenclatures of cases, instructions for the office work of federal executive bodies, as well as lists of documents generated in the course of the activities of federal government bodies and organizations subordinate to them, indicating their storage periods. As you can see, even the very abstract task of “development” of office work fell out of the Regulations. This situation introduces uncertainty into the prospects for further improving the preschool educational institution at the state level. At the same time, in all developed countries, in one form or another, the functions of document management are assigned to the relevant state bodies, and this practice justifies itself.

Russia should pay attention to the experience of foreign countries. After all, today, after the implementation of administrative reforms, the state function of document management (DOM) for the first time in the last three centuries has fallen out of sight of the state. The archival agency cannot perform coordinating, control, supervisory functions in the field of preschool educational institutions. This task has not been entrusted to another state body. Of course, this situation will negatively affect the state of the country's preschool educational institutions.

In the current conditions, important work on the draft federal law “On Documentation Support for Management Activities”, which has been developed over the past years, is being hampered. The reform of state structures necessitates a large-scale processing of the accumulated legal and methodological base of preschool educational institutions.

In particular, it is required to revise the standards for documentation support that are in force at the interstate, state and intersectoral levels of government, taking into account the ongoing work on the federal target program "Electronic Russia (2002-2010)", a number of international agreements and standards in areas of information exchange. At the same time, it is necessary to stop the uncontrolled growth of document circulation volumes.

The volume of documentation generated in the activities of government bodies is approximately 250 billion sheets of documents annually. At the same time, selective examinations of the device government controlled it was found that annually there is an increase in the volume of documentation by 8–15%.

Of particular note is the increased level of computerization of government bodies - this is an additional factor that affects the state of preschool educational institutions.

The assessment of the direct costs of documenting managerial actions shows significant fluctuations in amounts depending on the scope and level of public administration.

The cost of documenting and processing documents in terms of one document is on average about 50 rubles. In this regard, a 10% reduction in the specific composition of documents through unification and standardization allows us to expect a direct economic effect by reducing the cost of documenting and processing documents. Savings amount to about 12.5 billion rubles.

The regulation of the functions of government bodies and the procedures for their documentation support allows, by reducing the time spent on documenting and processing documents (on average from 15–20 minutes to 3–4 minutes), to save up to 40–50% of the total time spent on documentation processes. This, in turn, will make it possible to obtain a direct economic effect in the amount of at least 2.5–3.0 billion rubles.

At present, the Russian economy is shifting from a predominantly raw-material towards expanding the production of high-tech science-intensive products that use the highest scientific and technological achievements and the intellectual potential of the country. In accordance with earlier decisions of the Security Council (SC) under the President of the Russian Federation, the main attention should be paid to ensuring the competitiveness of domestic products, especially in the foreign market. This requires documentation and information support of products at all stages of the life cycle that meets international standards, which is recorded in the Federal Law “On Technical Regulation” dated December 27, 2002 No. 184-FZ.

Commission on information security In March 2003, the Security Council of the Russian Federation, drawing attention to the problem of electronic document management, decided on the need to create a set of legal acts in this area.

the establishment of unified unified rules and methods of preschool educational institutions in state structures, regardless of their departmental subordination;

monitoring and control over compliance with the rules and norms of interdepartmental document circulation, document formation processes and volumes of document circulation;

scientific and methodological work in the field of documentation support and the introduction of the most rational methods of working with documents in government and government organizations;

centralized development of standard regulations for solving the managerial tasks of state organizations;

ensuring the safety of documents in government bodies, the formation of documentary funds as information resources organizations, setting deadlines for storing documents, as well as compliance with legally established provisions on access to documents of governing bodies and organizations;

examination of software and other information tools used in authorities and state organizations for electronic documentary communications;

professional training and advanced training of specialists in the field of preschool education.

The implementation of these tasks, which form the basis of documentation management, will improve the level of quality and professionalism in the socio-economic sphere of Russia and obtain, by improving the activities of the administrative apparatus, a total direct economic effect in the amount of 13.75–14.25 billion rubles. And the effect, which is much greater than the direct one, is an indirect economic effect reflected in the growth of the gross national product and the competitiveness of Russian producers.

Of course, in order to solve the above problems, a special state body of the level federal service. The best for these purposes is the management body of archives, endowed with appropriate powers.

Office work today is defined by the standard as a "branch of activity" that provides documentation and organization of work with documents "2, i.e. the entire process from the moment a document is created to its destruction or transfer to an archive for storage."

The term initially appears in oral speech (presumably in the 17th century) and means the process of decision itself (the production of a case - "the case to produce" (to resolve the issue). Since in the course of solving any issue, documents arose to consolidate the agreement reached, the decision made (because the oral word is short-lived, may be forgotten, distorted during transmission, or not so understood already in the 16th century, the word case is used as "a collection of documents related to any case, issue" 3. For the first time, the word "case" is understood in this, recorded in documents in 1584

In parallel with the term "office management" in recent decades, the term "management documentation support" has been used. The appearance of this term is associated with the introduction of computer systems in management, their organizational, program and information security. To approximate the terminology used in computer programs and literature in the field of office work, the term "documentation management" has similarly come to be used, which, in essence, is a synonym for the term "office work". For example, in the titles of the standard of documents "State system of documentary support for management" and "Typical instructions for office work in the ministries and departments of the Russian Federation".

The broader term used today - information and documentation management, includes, in addition to traditional work with documents and information services, the creation, maintenance and work with databases.

Both the process of creating documents and the organization of work with them have always been regulated by special legislative and regulatory and regulatory and methodological acts. In the pre-revolutionary period, the largest legislative acts that determined the organization of office work were the “General Regulations” approved by Peter I on February 28, 1720 4 , the “Institution for the Administration of the Province” of 1775 by Catherine II, and the “General Establishment of Ministries” of 1811. These acts established the basic principles of working with documents that are in force today (for example, mandatory accounting of documents, registration, control, formation of files, creation of an archive of an institution, etc.).

Regulatory and methodological acts on office work:

The state system of documentary support is managedand I.Basic provisions. General requirements for documents and documentation support services. - M.,1991.

Currently, in accordance with the federal target program, the development of a new version of the GSDOU is being completed - a system of provisions that define the basic rules for working with documents in organizations. The system is also oriented to commercial structures. It will consist of two parts: normative and methodical. In the normative part, as in the current document, the main tasks and functions are defined, the legal regulation of the activities of the documentation support service in the organization, its approximate structure; procedure for the preparation and execution of documents; all stages of working with them: delivery, passage, processing, accounting, registration, execution control, information and reference work, operational storage of documents, search for documents and information; protection of information retrieval systems; preparation of documents for the archive; the procedure for conducting an examination of the value of documents; organization of document storage.

Main difference new system lies in the fact that it will be a single complex of automated documentation based on modern text editors, automated document management (including email), databases and automated storage and use of documents (including automated nomenclatures of cases, inventories of cases, etc.) 9 .

Standard instruction on office work of federal executive authorities of the Russian Federation. - M., .2005.

New edition of the Instructions. It includes both the general procedure for the preparation and execution of documents, and the specifics of the preparation of certain types of documents: orders, instructions, instructions, protocols. It describes the procedure for registering documents, building search engines for reference work organization, control over the execution of documents, the procedure for compiling and working with the nomenclature of cases, the formation of cases, the examination of the value of documents, the execution of cases, the preparation of inventories, the operational storage of cases, their transfer to archival storage. The appendix contains forms for the nomenclature of cases, an act on the allocation of documents for destruction, inventories, etc. As can be seen from a brief listing of the contents of the instruction, it reflects almost all issues of organizing office work. Although it is intended primarily for ministries and departments, it can be used and will find a lot of useful office work services for organizations of any form of ownership. It can be used as the basis for the development of instructions for the office work of a particular organization.

Basic rules for the work of departmental archives. - M., 1988.

The rules can be conditionally divided into two parts. The first (sections 2-4) covers in detail the issues of office work:

requirements for the nomenclature of cases, their types, the procedure for their preparation, filling, maintenance;

the procedure for the formation of cases in office work;

organization and procedure for the examination of the value of documents in office work;

the procedure for allocating documents for destruction; 4 preparation of files for transfer to the archive: registration of files (numbering, filing, additional design of the cover, etc.), compilation of inventories, transfer to the archive.

In another part of the rules (Section 5-14), work with documents in the archive is described in detail.

For commercial organizations that do not submit documents for state storage, but store them at home, the rules are an indispensable tool in organizing their archive.

List of documents indicating the periods of storage (Typical><ми ведомственный) 10 .

Standard regulation on the conduct of office work on proposals, applications and complaints of citizens in state bodies, enterprises, institutions and organizations.

This act describes the fundamental provisions for organizing work with this category of documents: registration features, deadlines, maintaining a reference file, creating files, keeping files, maintaining analytical information on appeals. The methodology set out in the Regulations can be used to organize work with any documents of individuals.

Lecture 2. Organization of the preschool educational institution. Tasks and functions of the DOW service.

Organizational forms of documentation support (office work).

DOW service: purpose and place in the structure of the organization

Typical structures of the service of preschool educational institutions in organizations of various levels of management.

Functions of employees of the preschool educational institution

Rationing of workers' labor

The official and numerical composition of the personnel of the service of the preschool educational institution.

Regulation of the activities of the DOW service.

1. Documentation support as a management function is present in any organization, regardless of its organizational and legal form, nature and content of activities, competence and other factors. According to the definition enshrined in GOST R 51141-98, documentation support for management is a branch of activity that provides documentation and organization of work with official documents.

The document is the main way of fixing and transmitting managerial and other information in the management system, and the quality of decisions made and, consequently, the effectiveness of the institution's activities largely depend on how efficiently the work with documents is organized. That is why in any organization it is extremely important to pay special attention to the organization of the office work service and to achieve the most rational organization of work with documents.

To do this, first of all, it is necessary to solve the following issues at the organizational level:

The choice of the optimal organizational form of office work;

Development of the organizational and functional structure of the office work service and the choice of its specific name;

Delimitation of functions, duties, rights and responsibilities between individual structural units of the record keeping service and employees and their consolidation in the relevant organizational and legal documents;

Rationing of work of office workers;

Determination of the numerical and official composition of the records management service;

Choosing the optimal technology for working with documents and fixing it in the Office Work Instructions;

Rational organization of jobs and creation of favorable working conditions;

Improving the skills of employees and the culture of working with documents.

The first question - the choice of the optimal organizational form of office work - is decided at the initial stage of organizing the office work service. When solving this issue, one should proceed from the fact that historically there have been three main forms of organization of office work: centralized, decentralized and mixed.

The centralized form involves the implementation of all document processing operations (from receiving documents and registering them to sending documents, creating cases and storing them) in one unit - the office work service.

The decentralized form of office work organization involves the creation of an independent office work service in each structural unit and is currently rarely used. The decentralized form of office work is used only in territorially dispersed organizations, as well as in separate departments working with specific documentation.

with documents of restricted access, which must be separated from documents of open record keeping.

A mixed form of office work organization involves the performance of some office operations in the office work service, others in departments. As a rule, the clerical service takes upon itself the receipt and sending of documents, their registration, organization of workflow, control over the execution of documents, while the creation and execution of documents, their systematization, formation of cases and storage are carried out in structural divisions. In addition, with a mixed form of office work, the same technological operation (for example, registration of incoming and outgoing documents) can be carried out in the office management service and in structural divisions, depending on the category of documents. Documents addressed to the management are registered in the records management service, addressed to the structural divisions in the relevant divisions.

Most organizations use a mixed form of office work organization, less often a centralized form, although, of course, the latter has a number of advantages. The centralized form of office work organization allows you to concentrate all the technical operations for document processing in one unit, leaving other structural units to do creative work with documents, it makes it possible to form a single database for all documents received and created in the organization, thus providing a more reliable search documents and, accordingly, reference work on documents. The centralized form frees structural divisions from the need to form executed documents into cases and store them, since this work is carried out by the clerical service. In addition, the centralized form allows more efficient and comprehensive use of office equipment and computer equipment to perform office operations for processing documents.

Naturally, with a centralized form, the clerical service performs a much larger amount of work than with a mixed form, and this, of course, requires a larger staff of workers, and since all cases are processed, formed and stored in the clerical service, then, accordingly, a larger number of special office premises intended for the processing of documents, the formation and storage of the current archive of the organization. At the same time, it should be borne in mind that the introduction of modern computer, in particular network document processing technologies, allows you to create a single database of documents of the organization and, in a mixed form, office work.

The chosen form of office work organization largely determines the technology for working with documents, which is fixed in the office work instructions.

2. It is important to emphasize that in modern conditions, when work with management documentation in many institutions is based on computer technology, the functions of the office management service are not limited to organizing the document flow of the institution, accounting for documents, monitoring their execution and storing documents. The records management service is directly involved in setting tasks in the development of automated information technologies for working with documents, in providing access to information and protecting information, and in improving work with documents.

Records management service - case management, office, general department, secretariat, office management department - an independent structural unit of an organization, institution, enterprise (hereinafter referred to as the organization), which performs the function of documentary support for management activities (DOE) and reports directly to the head of the organization. The specific name of the record keeping service is chosen depending on the type of organization, its organizational structure, place in the hierarchy of governing bodies, scope of activities and other features. In small organizations, office work functions are usually performed by one secretary worker.

3. The choice of a specific name of the office work service is carried out simultaneously with the development of the organizational and functional structure of the service. The State Documentation Support System for Management (GSDM) contains recommendations that allow you to choose the most appropriate name of the service and its structure.

Depending on the status of the organization, its goals, objectives, the number of structural units and officials, the PEI service has various names of organizational forms, structure, and official composition.

For preschool educational institutions in organizations create:

case management;

office;

Common department;

service of the preschool educational institution or department of the preschool educational institution.

In the federal executive authorities (ministries, departments) - this is the management of affairs, which, as a rule, has a complex structure. It includes: the secretariat, the inspection under the minister, the secretariat of the board, the office.

Secretariat consists of the Minister's Reception, the Minister's Secretariat, the Reception and Secretariats of the Deputy Ministers. The secretariat prepares documents for the report and organizes work with documents received by the management.

Inspection under the Minister supervises the execution of government documents, administrative documents of authorities, orders of the minister.

Secretariat Board is responsible for the technical and documentation support of board meetings.

office consists of structural divisions.

They include: an expedition, a bureau of government correspondence, a bureau of accounting and registration of documents, a control group, a typewriting bureau or a computer center for processing documents, a copying and copying bureau, a teletype room, and a central archive.

At various enterprises - state, non-state, research, design, engineering, higher educational institutions - a department of documentation support or an office is being created. They may have structural subdivisions (sector, group), or the maintenance of a specific area of ​​work may be entrusted to specific performers (performer).

In the office or department of the preschool educational institution, divisions are created that carry out accounting and registration of documents, control, improvement, work with documents and the introduction of technical means, consideration of citizens' appeals. They may include a secretariat, an expedition, a typewriting bureau, a photocopying bureau, and an archive.

In the executive authorities, local self-government create a common department. The structure of the general department includes subdivisions the same as the office. However, its structure necessarily contains such units as the protocol department, the group of letters, the reception. The protocol department prepares draft documents on behalf of the management, analyzes documents prepared in structural divisions, and its employees prepare meetings of the management body. The group (bureau, department) carries out work with citizens' appeals. The reception accepts citizens who apply with proposals, statements, complaints of a personal nature.

A positive fact should be considered the inclusion in the structure of the DOW service of a unit that improves the forms and methods of working with documents. This subdivision can be called a department for improving work with documents and introducing technical means or a group (sector, bureau) for improving work with documents.

In the office and in the general department (department of the preschool educational institution), as well as as an independent unit, a secretariat can be created, which includes all the secretaries of the heads of the organization.

The main condition for the creation of this service, regardless of its name, which must be strictly observed, is as follows: “Documentary support for management in organizations, institutions and enterprises is carried out by a special service, acting as an independent structural unit, directly subordinate to the head of the organization".

In ministries and departments - case management. As a rule, the administration of affairs includes: the secretariat (reception office, secretariat of the minister, secretariats of deputy ministers, secretariat of the board, protocol bureau), inspection under the minister (head of department), office (bureau of government correspondence, bureau of accounting and registration, expedition, typewritten bureau (copy-copying bureau, teletype office, etc.), department of letters (complaints), department for improving work with documents and introducing technical means, central archive);

At enterprises (associations), in research, design, design organizations and computer centers, higher educational institutions and other organizations - from affairs of documentary maintenance of management or office. In their compound, as a rule, it includes: subdivisions for accounting and registration of documents, control of execution, improvement of work with documents and introduction of technical means, consideration of citizens' appeals, secretariat, expedition, typing bureau, copying and reproduction bureau, archive;

In the executive bodies of power (administrations, city halls, prefectures, etc.) and the administrative apparatus of public organizations - Common department. The general department includes: the secretariat, the office, the control group, the protocol group, the group for improving the work with documents, the group of letters (complaints), the typing bureau, the copying and reproduction bureau, the archive;

In organizations that do not have office work in the structure, its functions are performed by head clerk, in structural divisions - unit secretary or other designated person.

4. The records management service solves two main sets of tasks:

Ensuring a unified procedure for documenting management activities and organizing work with documents;

Improving the forms and methods of working with documents.

The tasks facing the clerical service determine its functions. Ensuring a unified procedure for documenting management activities is solved by performing the following functions:

development and design of letterheads, ensuring their production;

ensuring the production of documents, copying and replicating documents;

control over the quality of preparation and execution of documents, compliance with the established procedure for approval and certification of documents.

The task of organizing work with documents is solved by performing the following functions:

establishment of a unified procedure for the passage of documents (document flow of the institution);

forwarding processing of incoming and outgoing documents;

registration and accounting of incoming, outgoing and internal documents of the organization;

control over the execution of documents;

systematization of documents, ensuring their storage and subsequent use in management activities;

organization of work with citizens' appeals;

ensuring the protection of documentary information.

The task of improving the forms and methods of working with documents includes:

development and processing of normative, instructive, methodological documents on office work (Instructions on office work, nomenclature of cases, etc.);

methodological guidance and control over compliance with the established rules for working with documents in the structural divisions of the organization;

advanced training of employees of the institution, their advice on working with documents;

Streamlining the documentation of the institution, carrying out work on the unification of documents, the development of the Report Card and the Album of forms of documents used in the activities of the organization;

Development and implementation of new forms and methods of working with documents, improving the institution's workflow, improving performance discipline when working with documents;

setting tasks for the development or improvement of automated information technologies used when working with documents.

5. Standards in the world of work are developed on the basis of research and are designed to be reused in determining specific labor costs.

According to their purpose, the materials used to standardize the work of employees are divided into:

time standards- regulated time spent on the performance of a unit of a standardized type of work or its element in certain organizational and technical conditions;

population standards- the regulated number of employees of the professional and qualification staff necessary for the high-quality performance of a particular function in certain organizational and technical conditions;

work centralization standards- regulated ratio of the number of employees of the management apparatus to the total number of employees of the enterprise by management functions or in general for the enterprise;

manageability standards- standards for the number of subordinate (or serviced) workers;

service standards- the regulated number of managed (or serviced) employees (subdivisions), which, under certain organizational and technical conditions, must be managed (or serviced) by one employee; ratios of the number of different categories of employees- a regulated value that ensures the best use of standardized workers in accordance with their skill level in certain organizational and technical conditions; normalized tasks- established on the basis of time standards, the amount of work that performers must perform for a certain calendar period of time in compliance with the established requirements for the quality of labor results. According to the scope of application, labor standards are divided into intersectoral, sectoral and local (used at a separate enterprise). Intersectoral standards are designed to standardize the work of workers of the same professions or specialties engaged in the implementation of homogeneous technological processes at various enterprises. These standards are developed for the most typical technological processes for the same types of work with typical working conditions and therefore are unified. For example, to standardize the work of office personnel, Intersectoral aggregated norms of time for work on documentary support of management have been developed and are being applied (M., 1995).

Aggregated time standards are designed to perform a complex of technologically and organizationally interconnected labor methods (operations).

Aggregated standards for the performance of individual operations are calculated by the formula:

The standards are based on labor standards that determine the amount and structure of working time costs and are the standard against which actual time costs are compared in order to establish their rationality. When rationing labor, the following apply:

time norms;

production standards;

service standards;

population norms;

manageability standards;

standardized tasks.

If the time standards are primarily intended to determine the time norm for performing a unit of work, then the service standards and the number of employees are intended, respectively, to calculate the service standards and the total number of employees performing a certain amount of work during the year.

When compiling time standards, first the time standards for individual repetitive operations (works) are calculated, then the labor intensity of all works is determined - as the sum of the products of the labor intensity of performing individual works by their number. After that, the number of employees is determined.

Lecture 3. The official and technical composition of the employees of the preschool educational institution. Functional duties of employees of the service of the preschool educational institution. Regulatory framework governing the organization and technology of information and documentation support for the activities of the institution.

Regulatory and methodological framework for document management (DOE) - a set of laws, regulatory legal acts, methodological documents, state standards that regulate the technology for creating, processing, storing and using documents in the current activities of the organization, as well as the activities of the office work service: its structure, functions, staffing, technical support and some other aspects.

Regulatory and methodological documents for preschool educational institutions are developed by various state authorities and administrations in accordance with their competence.

The normative and methodological base of the preschool educational institution includes:

Legal acts issued by the highest bodies of state power and administration;

Legal acts issued by federal executive bodies: ministries, committees, departments of both industry-wide and departmental nature;

Legal acts issued by the legislative and executive authorities of the constituent entities of the Russian Federation and their territorial entities, regulating the issues of office work;

Legal acts of a regulatory and instructive nature, as well as methodological documents on the documentation support of management, published by the management of enterprises and organizations.

Regardless of the specific name of the record keeping service and its structure, the legal basis for its activities is the regulation on the service and the provisions on its structural parts, as well as the job descriptions of employees that are mandatory for each organization. These documents establish the delimitation of functions, duties, rights and responsibilities between individual structural units of the record keeping service and employees.

Regulations on the service of the preschool educational institution- a legal act that defines the organizational and legal position of a unit in the structure of an institution, its tasks, functions, rights, responsibilities, as well as relationships with other units and institutions.

Job description- a legal act that determines the organizational and legal position of the employee in the structure of the institution and unit. his functional duties, rights, responsibilities and relationships with other employees and departments.

The regulation on the record keeping service and the provisions on its structural parts, if any, are developed by its head with the involvement of qualified specialists who are well aware of both the work of the unit and the organization as a whole, and are approved by the head.

One of the functions of the office work service is to select the optimal technology for working with documents and fix it in the Office Work Instructions. Office work instructions- a legal act that establishes the technology for creating or receiving documents, their processing, storage and use in the activities of the organization. The office work instruction establishes uniform rules for documenting activities, organizing workflow, keeping records, registering, monitoring the execution of documents and storing them. The instruction is approved by the head of the organization and is binding on all employees.

The purpose of the instruction is to improve work with documents, reduce the number and improve the quality of document preparation, streamline workflow and optimize managerial work.

The office work instruction is developed on the basis of the provisions of the State Documentation Management System, state standards for documents. Ministries and departments develop instructions for office work on the basis of the Standard Instruction for office work in federal executive bodies. instructions consistently reflected all stages of work with documents from their creation or receipt to execution, sending and / or delivery to the archive.

The instruction should include sections: general provisions; documentation of activities (requirements for forms, registration of details of documents, execution of certain types of documents); organization of document circulation (processing of incoming and outgoing documents, registration of documents, control over the execution of documents); organizing the storage of documents (drawing up a nomenclature of cases, the formation and execution of cases, transferring cases to archival storage). In addition, it is advisable to include sections in the instruction regarding the production of documents using computer technology; storage, accounting and use of forms, seals, stamps: use of facsimile equipment and e-mail; photocopying and duplication of documents and some others. Depending on the specifics of the activities of the institution, its structure, the procedure for passing documents, the presence of separate areas of work, the technical means used, and other factors. The office work instruction can be supplemented with other sections, for example: documenting the work of a collegial body (collegium, board of directors, academic council, etc.); preparation of letters sent abroad, etc.

The regulatory provisions of the instructions are supplemented by applications (samples of letterheads ; main types of documents; classifiers, registration forms, etc.).

The normative and methodological documents regulating the preschool educational institution include:

List of documents with terms of storage (standard and departmental).

Model lists developed by archival institutions establish the retention periods for documentation typical of most institutions, organizations, and enterprises. On the basis of standard lists, departmental lists are developed, including the most complete and systematic enumeration of the documentation of organizations and enterprises of their system.

Regulations on the service of the preschool educational institution are developed on the basis of standard ones, which contain the maximum set of functions. When developing individual provisions, the composition of the tasks and functions of the service is specified depending on the actual conditions of its activity. For example, the functions of forecasting the development of documentation support, unification of documents, methodological guidance on the organization of office work in structural divisions, etc. can be added to typical technological functions. Conversely, in a specific provision, it is possible to exclude from the typical functions those that are not performed by the DOW service in this organization or are fixed for other structural units.

The form of the position and the structure of the text are unified in USORD.

If the unit does not have an internal structure in the form of sectors, departments, groups, bureaus, etc., the "Structure" section is not included in the regulation. If the unit has an internal structure, an independent provision is developed for each structural unit.

The first paragraph "General Provisions" establishes the exact name of the service of the preschool educational institution, its place in the organizational structure of the organization, the degree of independence of the service. Consider two formulations of this paragraph:

"The office is an independent structural subdivision of the JSC and reports directly to the general director."

"The office is part of the general department of the AO and reports to its chief."

In the first case, the independence of the office is fixed, in the second - its auxiliary value.

Further, the Regulations indicate the name of the position of the head of the service - head, testator, manager; the procedure for appointment and dismissal, requirements for his qualifications and length of practical work.

The next paragraph provides a list of the main legal, directive, regulatory and instructive documents that the PEI service is guided by in its work. First, legislative and national, normative-methodical and normative-technical documents are listed, then internal organizational and administrative documents.

If the office has its own seal (seals), the Regulations give its descriptions, storage and use conditions.

The "Main Tasks" section is intended to formulate the goals facing the unit, in other words, the problems that the unit must solve.

The "Functions" section lists the types of work or activities performed by the unit based on the tasks facing it.

To implement the functions assigned to it, the clerical service is endowed with a certain set of rights, and for failure to perform functions bears the responsibility established in the regulation.

The "Rights" section lists the actions that the unit, represented by its head, is required to carry out in order to fulfill the functions assigned to it. When compiling this section, you must follow the same rules as when compiling the corresponding section of the job description (see below), but in relation to the unit.

The section "Responsibility" establishes the types of responsibility that the head of the unit may bear if the unit fails to fulfill its functions. The records management service is responsible for violation of the established procedure for working with documents in an institution, loss or damage to documents, for non-compliance with the regime of secrecy or confidentiality in working with documents, for failure to follow the instructions and instructions of the management.

In the process of performing the functions assigned to the records management service, it interacts with the management of the institution, all functional units and support services and individual employees, the records management service of a higher organization, archival authorities, research or other institutions on organizing and improving work with documents. The section "Relationships" regulates the information and documentation links of the unit; the main documents created or received by him; it is indicated with which divisions and organizations interaction is carried out, what information the division receives and presents, the frequency and timing of submission, in what order and by whom the disagreements arising in the work of the division are considered.

Similarly, provisions are being developed for structural divisions of the record keeping service: regulation on the secretariat, regulation on the protocol bureau, regulation on the archive, etc.

Along with the regulation on the clerical service and the provisions on its individual structural parts for each employee of the office work service, job descriptions are developed. Job descriptions regulate the organizational and legal status of employees and provide conditions for effective work. They make it possible to objectively assess the activities of employees and are the normative basis for applying administrative measures to employees. Job descriptions allow you to implement the basic principle of rational organization of labor - the principle of division and cooperation of labor.

To compile a high-quality job description, it is necessary to carefully and deeply analyze the types of work performed by an employee holding a certain position, in other words, draw up a description of the position or workplace. A detailed description of the work performed allows us to formulate a set of requirements for a specific position or workplace, requirements for the knowledge that an employee must have, his skills, experience, etc.

When developing job descriptions for office workers, one should be guided by the "Tariff and qualification characteristics for the positions of employees" (approved by the Decree of the Ministry of Labor. executive authorities" (letter of the Ministry of Labor of Russia dated March 13, 1996 No. 482-BK), if office workers are classified as civil servants. Tariff and qualification characteristics are also published almost annually in the form of a Qualification Directory for the positions of managers, specialists and other employees (M.: Mintrud Rossii, 2001).

Tariff and qualification characteristics cover the main categories of employees of the department - managers, specialists, technical performers and establish the range of duties, requirements for qualifications and education, the availability of special knowledge and skills.

An approximate structure of the text of the job description for office workers is given in the GSDOU: general provisions, employee functions; official duties; employee rights; relationships (connections by position); employee responsibility, performance appraisal.

In the case of subordination of the records management service to the head of the institution, the job descriptions of its employees are approved by the head of the institution or the deputy head of personnel. If the clerical service reports to one of the deputies

Lecture 4. General principles and methodological foundations of the organization of workflow. Information and documentation support, being the most important service function of management, needs a careful, thoughtful organization.

The speed of obtaining the information necessary to make a decision depends on the clarity and speed of processing and movement of the document. Late processing of documents, especially financial ones, can lead to negative economic consequences. Therefore, the rational organization of workflow, the speed and accuracy of processing and transferring documents for execution is always given great attention.

"The movement of documents in an organization from the moment they are created or received until the completion of execution or dispatch" 1 is called a workflow.

All documentation of the institution is divided into three document flows

incoming (incoming) documents;

outgoing (sent) documents;

internal documents.

Each of the document flows has its own peculiarity in terms of quantity, processing and movement.

The number of documents of all flows for the year will be the volume of the document flow of the institution. The value of the workflow is needed to calculate the required number of office personnel to calculate the effectiveness of the use of mechanization and office automation tools. In general, it shows the workload of the entire administrative apparatus, as well. all his employees have to deal with documents.

In the technological chain of processing and movement of documents, the following stages can be distinguished:

reception and primary processing of documents;

preliminary consideration and distribution of documents;

registration;

execution control;

information and reference work;

execution of documents and sending.

Coursework: Documentation management system

Introduction

The entire management process is permeated with information, which is the basis for decision-making, and is based on operational work with documents in which it is recorded. Therefore, information and documentation management support (office management) of any firm, institution, organization, enterprise is considered today as the most important service function of management. The speed and optimality of the choice of a solution, bringing it to the contractor, timely control over execution and, ultimately, the achievement of an economic effect in the activities of a company, organization, enterprise depend on its rational organization.

Since office work has its own specific tasks, it must be carried out by an independent structural unit, an organizational-separate service. Today, this service has various names: case management, information and documentation support department, office work management, document management department, general department, office, secretariat, etc. Further, we will generally call it the DOW service or office work service. In small institutions, firms, where the volume of processed documents is small and the creation of a special structural unit is impractical, all the work performed by the clerical service is assigned to the assistant secretary (secretary).

The record keeping service as an independent structural unit is headed by the head, who in turn reports directly to the head of the organization.

State regulation of office work is provided by the Federal Archival Agency, which provides intersectoral organizational and methodological guidance and control over the organization of documents in the office work of federal government bodies, coordinates the development of the state system of office work and unified documentation systems.

Chapter 1

1. Organizational structure of the preschool educational institution

The following issues need to be addressed when creating a DOE service:

selection of the optimal organizational form of office work;

development of the organizational and functional structure of the office work service and the choice of its specific name;

Delimitation of functions, duties, rights and responsibilities between individual structural units of the office work service and employees and their consolidation in the relevant organizational and legal documents;

rationing of work of office workers;

Determination of the numerical and official composition of the records management service;

selection of the optimal technology for working with documents and fixing it in the instructions for office work;

rational organization of workplaces and creation of favorable working conditions;

· professional development of workers and culture of work with documents.

The organizational form of office work usually depends on the scale of the institution, the territorial distribution of its structures and can be centralized, decentralized and mixed.

The centralized form is the execution of all technological operations for working with documents by one specialized structural unit (office, general department) or by a company secretary. In this case, the full cycle of technological operations for processing documents from the moment they are received or created to being archived is performed in one place: receiving and processing incoming documents, registering them, monitoring execution, reference and information work, compiling and maintaining a nomenclature of cases, systematization and storage of documents, sending documents, processing documents for transfer to the archive of the organization.

The advantages of a centralized form of office work organization include the possibility of creating a single database for all documents received by the organization and created in it, which makes it possible to increase the efficiency of searching for documents and, therefore, optimize reference work on documents. It is advisable to use a centralized form of office work organization if the organization has a linear-functional organizational structure.

Full centralized processing of documents is possible only in small organizations, the volume of document circulation in which does not exceed about 10 thousand documents per year.

The decentralized form of organization of documentary services involves the creation in each structural unit of the organization of its own service of the DOW. Such a service, regardless of the central office management service, performs all the work with documents: registers, organizes and stores documents of this structural unit. This form is used in organizations whose apparatus is territorially dispersed. It is recommended to use it in organizations whose documentation of activities requires especially careful protection of information. With a decentralized form, structural units receive correspondence in sealed envelopes, print them, register and perform all actions for processing incoming, outgoing and internal documentation, ending all actions with the preparation and transfer of documents to the archive of the organization.

The most common form of organizing work with documents is mixed. At the same time, part of the operations (for example, receiving and processing incoming and outgoing documents, their registration, control over deadlines, production, replication, archival storage) is performed by the central office management service, and in structural divisions operations are performed to create (print) documents, organize them , storage of cases, their processing before being archived.

A variant of the mixed form is such an organization of work with documents in which the same technological operation (for example, registration of documents or control over their execution) is carried out for some arrays of documents centrally (in the DOW service), and for others - decentralized (in structural divisions ). Most often, internal documents are registered in structural divisions - at the place of their creation. For example, in accounting - accounting documents, in the personnel department - documents on personnel, etc.

The form of organization of office work is chosen taking into account the size of the institution, the volume of workflow, the composition of structural divisions. In small institutions (when documentation is carried out directly in subdivisions), as well as in territorially dispersed ones (located, for example, in different districts of a large city), a centralized form is chosen. In most institutions and organizations, a mixed form of office work organization is used.

The most rational form of organizing individual office processes and operations is centralization, since it allows:

Reduce the cost of business operations;

Improve the organization of work of office personnel and, in particular, introduce its rationing;

Ensure specialization and interchangeability of workers;

Use progressive and productive technical means;

Ensure the unity of organizational and methodological leadership.

In modern conditions, it is possible to completely centralize clerical services only in relatively small institutions. In large institutions, one should strive for the expedient centralization of individual functions of office work, such as receiving and sending documents, registering and monitoring the execution of documents, shorthand and printing documents, their reproduction, and methodological management of office work.

In small institutions that do not have common departments, departments of office work, office work is carried out by the secretary-referent of the head.

In each specific organization, the choice of one or another organizational form of working with documents is carried out by its management and the DOW service itself. The selected form of work with documents is fixed in the instructions for office work.

2. Name of the DOW service

Speaking about the name of the DOW service, it should be noted that today this service can have different names, for example, case management, office work department, document management department, general department, office, etc. The specific name of the DOW service is not of fundamental importance, however, when choosing it, it is desirable to take into account the following factors:

- the structure of the unit (has or does not have an internal structure, if so, is it complex or not);

- requirements for the name (it is desirable that the name be simple, easy to remember and pronounce);

- business traditions existing in the organization.

For example, in the State Documentation Management System it is recommended to use the following names:

In ministries and departments - administration, which, as a rule, includes:

- secretariat (reception, secretariat of the minister, secretariats of deputy ministers, secretariat of the collegium, protocol bureau), - inspection under the minister (head of department),

- office (bureau of government correspondence, bureau of accounting and registration, expedition, copying and reproduction bureau, etc.),

- department of letters (complaints),

– department for improving work with documents and introducing technical means,

– central archive;

at state enterprises (associations), in research, design, design organizations and computer centers, higher educational institutions and other organizations - the department of documentation support for management or the office, which, as a rule, includes:

– divisions for accounting and registration, control, improvement of work with documents and the introduction of technical means, consideration of letters (complaints),

- the secretariat

- expedition,

- copying and duplicating bureau, archive.

3. Purpose, tasks, functions of the DOW service

The main purpose of the records management service, regardless of its name, is the organization, management, coordination, control and implementation of work on documentary support. Achieving this goal involves solving the following tasks:

– improvement of forms and methods of work with documents;

– ensuring a unified documentation procedure;

– ensuring a unified procedure for working with documents;

- control over the execution of documents;

– storage of documents;

– unification of document forms;

– reduction of document flow, if possible;

– methodological work to improve the documentation support in the organization;

– introduction of advanced technologies based on the use of computer and organizational technology.

The typical functions of the DOW service include different types of work, which can be divided into technological, organizational, control and methodological.

Technology features include:

– implementation of the initial (forwarding) processing of incoming documents;

– registration of incoming, outgoing and internal documents;

– conducting information and reference work on the documents of the organization;

– typewritten production of documents (typing on a computer);

– copying, replication and operational reproduction of documents;

– development and design of document forms;

- Preparing documents for shipping.

Among the organizational functions of the DOE service are:

- preparation for the report to the management of incoming documents;

- organization of timely consideration of documents by the management of the organization;

– regulation of the course of execution of documents, the passage and execution of documents on time;

- organizing the storage of documents in structural divisions;

- organization of the work of the archive in accordance with the rules, instructions and methodological recommendations of the Federal Archive;

– advanced training of office workers and archives;

- organization of workplaces for employees of the clerical service, working conditions for employees of the clerical service;

- organization of office work on citizens' appeals;

- development (together with the relevant structural divisions of the organization) of measures to improve the forms and methods of working with documents.

Control functions include:

- control over the correctness of the execution of documents submitted for signature to the management (that is, sent and internal documents);

– control over the deadlines for the execution of documents;

- monitoring the correctness of registration and formation in the structural divisions of the organization of cases to be archived;

– organization of control over work with documents in structural divisions;

- generalization of information about the progress and results of the execution of documents, systematic informing the management on these issues;

- ensuring the storage of files and the operational use of documentary information.

The methodological functions performed by the DOW service include:

– development of the nomenclature of the organization’s cases, instructions for office work, a sheet of document forms and other local normative documents, fixing the system of office work of the organization;

– conducting an examination of the scientific and practical value of documents;

– holding meetings and advising on issues related to the competence of the clerical service.

4. Organizational structure of the preschool educational institution

An important issue in setting up office work in an organization is to determine the structure of the management documentation support service, its official and numerical composition.

The structure in the system of governing bodies is considered, firstly, as a stable connection, i.e., the interaction of control elements, and secondly, as a scheme for distributing the total volume of functions of a governing body between structural units and a scheme for their interaction.

The structure of the records management service should determine the optimal composition of its internal units, their interaction, and the nature of subordination.

The structure of the DOW service in a modern organization depends on the volume of workflow, as well as on the technology of working with documents, and can be represented by the following departments:

- the secretariat

– expedition (receiving, sending correspondence),

- subdivision (department, group) for registration and accounting of documents,

– subdivision (department, group) for control over execution of documents,

- subdivision (department, group) for work with citizens' appeals,

- subdivision (department, group) for the production of documents,

- business improvement department

- copying office

- protocol team

- editorial team

In a large organization with a large amount of workflow, there may be all of the above units that are part of the DOW service. In organizations of a smaller scale and not with such a large volume of workflow, it is possible to combine several functions in one unit or, instead of structural units, the corresponding work is performed by individual employees. In a small firm, one secretary usually does all the work with documents.

The method of establishing the organizational structure of the preschool educational institution service, depending on the volume of workflow, was formulated for the first time in the Unified State Record Keeping System (Main Archival Administration under the Council of Ministers of the USSR, 1974). According to this method, all organizations, depending on the volume of workflow, are divided into four categories:

So, according to the above classification, it was found that if the volume of the document flow of an institution is more than 10 thousand documents per year, then for the effective organization of work with documents, it is necessary to create a record keeping service (or a DOE service) as a separate unit. Despite the fact that this method of establishing the organizational structure of the PEI service was proposed more than 30 years ago, in general it is still applicable today. So, for example, Bobyleva M.P. in his book "Effective Workflow: From Traditional to Electronic" offers the following development of the organizational structure of the DOE service, depending on the volume of workflow (see Appendix 1).

The functions of the structural divisions are presented in Appendix 2.

5. The official and numerical composition of the service of the preschool educational institution

The official composition of the PEI service includes three categories of workers:

- managers;

- specialists;

- technical performers.

The names of positions and qualification requirements for employees of each category are established in the Qualification Directory for the positions of managers, specialists and other employees. The names of positions, their codes, tariff categories are established in the All-Russian Classifier of Occupations of Workers, Positions of Employees and Wage Categories (OKPDTR - approved by the Decree of the Ministry of Labor of Russia dated August 21, 1998 No. 37).

The Qualification Handbook emphasizes that the assignment of employees to a certain category is carried out depending on the nature of the predominantly performed work that constitutes the content of the worker's work (organizational-administrative, analytical-constructive, information-technical).

- business manager;

- head of the office

- head of the general department;

- head of the protocol department;

- head of the secretariat;

- head of the expedition;

- head of the document preparation center;

- head of the copying and duplicating bureau;

- Head of the typing bureau.

Their functions include planning and distribution of work, selection and placement of personnel, coordination of the activities of the service as a whole and its structural divisions, control over the performance of work.

- document manager;

- assistant manager;

- Inspector for control over the execution of orders;

- editor;

- archaeologist;

- inspector;

- secretary of the board;

- proofreader.

The functions of specialists are to perform technical and operational tasks, creative operations to analyze and summarize information, develop a regulatory and methodological framework for office work, and prepare draft documents.

- forwarder;

- clerk;

- stenographer;

- technical secretary;

- courier;

– operator of organizational equipment;

- archivist;

- secretary-typist;

- secretary-stenographer;

- head Secretary.

The task of technical performers is the transfer, fixation, accounting, delivery and storage of documents.

The title “senior” can be added to the position provided that the employee, along with the fulfillment of the duties stipulated by the position held, manages the executors subordinate to him.

An indication in the title of the position "leading" is established when the employee is assigned the functions of a leader and responsible executor in one of the areas of the organization's activities or the responsibility for coordination and methodological leadership of groups of performers.

The distribution of duties between deputy heads is carried out on the basis of internal organizational and administrative documents, for example, an order. Compliance of the actually performed duties and qualifications of employees with the requirements of job characteristics is determined by the certification commission of the organization.

For the effective organization of the work of the office work service and the management apparatus as a whole, it is also of great importance to determine the optimal number of office personnel, which primarily depends on the volume of work performed by this unit and the technology adopted (the level of automation and mechanization of work with documents).

To determine the number of personnel of the preschool educational institution, normative documents on labor and labor organization are used. The rationing of the work of office workers, including the calculation of their staffing levels, is carried out on the basis of the following documents:

1. Intersectoral enlarged norms of time for work on documentary support of management. M., 1995.

2. Standards of time for work on improving the documentation support for the management of ministries, departments, enterprises and organizations. M, 1992.

3. Norms of time for work on automated archival technology and documentation support for governing bodies. M., 1993.

4. Norms of time for work on documentary support of administrative structures of federal executive bodies. M., 2002.

As a rule, determining the size of the unit is not the responsibility of the PEI service itself - this work is carried out by the departments of labor and wages or economic units, but if necessary, such calculations can also be made by employees of the PEI service. The normative documents on labor mentioned above contain guidelines for the application of these documents in practice.

Chapter 2. Regulatory framework for office work

The activity of any organization is accompanied by the creation of documents; registration of business documentation in accordance with applicable rules ensures the protection of the interests of the organization, increases the efficiency of managerial work.

The regulatory framework for office work is a set of laws and regulatory legal acts that regulate the technology for creating, processing, storing and using documents in the current activities of the organization and includes:

Legislative acts of the Russian Federation in the field of information and documentation;

Decrees and orders of the President of the Russian Federation, resolutions and orders of the Government of the Russian Federation regulating issues of documentation support at the federal level;

Legal acts of federal executive authorities (ministries, committees, services, agencies, etc.) of both industry-wide and departmental nature;

Legal acts of the representative and executive authorities of the constituent entities of the Russian Federation and their territorial entities, regulating the issues of office work;

Legal acts of a regulatory and instructive nature on office work of institutions, organizations and enterprises;

State standards for documentation;

Unified documentation systems;

All-Russian classifiers of technical, economic and social information;

State system of documentation support for management. Basic requirements for documents and documentation support services (GSDOU);

Normative documents on the organization of managerial work and labor protection;

Normative documents on the organization of archival storage of documents.

The regulatory framework for office work can be conditionally divided into two parts: information documentation support management

1. regulatory framework that provides the technological process of office work;

2. regulatory framework that ensures the organization of work of office workers.

The first part of the regulatory framework is conditionally divided into several groups.

The first group is federal regulations of indirect action, to one degree or another affecting the organization and technology of documenting management activities and organizing work with documents. Among them are the Civil Code, the Code of Administrative Offenses, the Labor Code. For document management and office work, the section of the Federal Law "On Information, Informatization and Information Protection", which establishes the legal regime for documenting information, is very important. According to the Law, documentation of information is a prerequisite for its inclusion in information resources. The law establishes the procedure for documenting information and names the state authorities that are obliged to ensure this procedure. According to the Law, this task is assigned to the state authorities responsible for: organization of office work, standardization of documents, security of the Russian Federation.

The second group of normative acts is departmental legal acts on office work that have an interdepartmental character. These include: State system of documentary support for management (M., 1991); Standard instruction on office work in federal executive bodies (M., 2001); state standards for documentation (GOST R 6.30-2003 "Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for paperwork"); all-Russian classifiers of technical, economic and social information; the rules for drawing up Bank of Russia regulations (instructions, regulations, instructions) established by Order No. 02-395 of the Central Bank of the Russian Federation dated September 15, 1997 "On the Regulations of the Bank of Russia "On the Procedure for Preparation and Entry into Force of Bank of Russia Regulations", as well as a number of regulations of the Ministry of Labor of Russia, the State Statistics Committee of Russia, the Federal Archives, etc.

The third group of normative acts is various standard and exemplary instructions for office work of the administrations of the constituent entities of the Russian Federation and instructions for specific organizations.

The general trend of strengthening the legal support for the life of the Russian state requires addressing the issue of eliminating the legislative gap (lack of a clear legal norm on this issue) in the field of documentation management regulation. It is necessary to develop a federal law "On Documentation of Management Activities".

Proposals to develop a law "On Documentation Support for Management Activities" are caused by the fact that in modern management and its information support, the volume of documentation continues to grow, there are unjustified parallel "paper" and "electronic" systems for documenting and document management, there is a variety of software, technological and technical incompatible means, there is no effective system for monitoring the movement and execution of documents.

At present, VNIIDAD, together with a number of departments, has prepared a draft law "On Documentation Support for Management Activities."

The list of Federal Laws, Orders, state standards, regulatory and methodological documents used to improve the management documentation support is indicated in Appendix 3.

The document management system includes three interrelated components: the preparation of management documents, the technology of working with documents, the systematization of documents during the calendar year and the organization of their archival storage. When solving each of these problems, practitioners should be guided by the current regulatory and methodological documents in the field of office work, approved by the State Committee of the Russian Federation for Standardization and the Federal Archival Service of Russia.

In accordance with the Basic Provisions of the State Archival Service of the Russian Federation, on July 6, 1992, the Standard Instructions for Office Work in the Ministries and Departments of the Russian Federation21 were approved, establishing a unified procedure for organizing office work in federal executive bodies in order to ensure the timely implementation of federal laws, decrees and orders of the President of the Russian Federation, resolutions and orders of the Government of the Russian Federation and improvement of documentation support for the activities of structural divisions of ministries, departments and territorial bodies of federal executive power. The procedure for compiling and approving the nomenclature of the organization's files, conducting an examination of the value of documents, processing files and transferring them to archival storage is set out in the Basic Rules for the Operation of Departmental Archives.

An important task in organizing the service of the preschool educational institution is the development of a regulation on the service of the preschool educational institution and job descriptions for employees. This task is solved by the head of the PEI service itself or with the involvement of qualified specialists. The regulation on the service of the preschool educational institution and the job descriptions of its employees constitute a set of organizational and legal documentation, the development of which completes the organizational stage of the creation of this service. The regulation on the structural unit of the department is developed by the head of this unit together with the head of the department, and is approved by the head of the department, the manager of affairs or the head of another unit, which includes the office work department.

Regulations on the subdivision - a document that determines the organizational and legal position of the subdivision in the structure of the institution.

The state system of documentation support for management contains an approximate provision on the service of the preschool educational institution, but it is currently possible to put it into practice only taking into account the changes that have occurred in the management system and are reflected in modern legislation.

The text of the regulation on the service of the DOW, in accordance with the GSDOU, should contain the following sections:

1. General Provisions.

2. Goals and objectives of the preschool educational institution.

3. Functions of the DOW service.

4. Rights and responsibilities of the DOW service.

5. The relationship of the preschool educational institution with other structural units.

The organizational stage of the creation of the DOW service ends with the development of job descriptions. It should be borne in mind that the job description is developed for a specific position, and if there are several identical positions in the unit, but the employees occupying them perform different duties, a separate job description should be developed for each set of job responsibilities. The assignment of a certain set of job responsibilities to the position should be reflected in the title of the document, for example: job description of a specialist in accounting and registration of documents, job description of a specialist in monitoring the execution of documents, job description of a specialist in working with citizens' appeals, etc.

The instruction consists of the following sections:

- the general part (the main tasks of the employee, the procedure for filling a position, professional requirements for the employee, the person to whom the employee is directly subordinate, the main documents and materials that the employee must be guided by in his activities are established);

- the functions of the employee (the subject of reference or the area of ​​work assigned to the employee, the list of types of work that make up the performance of the assigned functions are determined);

- the duties of the employee (indicate the duties associated with the preparation of documents, the receipt, processing and issuance of information, involving the mandatory use of certain forms and methods of work, requiring compliance with the deadlines for the implementation of specific actions, determining the procedure for the execution of instructions, ethical standards that must be observed in the team);

- the rights of the employee (the rights of the employee are determined for the implementation of the functions assigned to him);

-relationships (subdivisions and employees are indicated from which the contractor receives and to whom he transfers information, the timing of the transfer, who is involved in the execution of certain documents, with whom they are agreed, etc.)

- evaluation of work (criteria are listed that allow assessing the degree to which an employee fulfills his functions and duties, the use of rights, etc., the main criteria are the quality of work and the timeliness of its implementation)

The job description is signed by the head of the office work department and approved by the head or deputy in charge of the office work department.

Legislative acts and regulatory and methodological documents on record keeping should be taken into account by specialists of organizations and enterprises of all organizational and legal forms.

Conclusion

In many organizations, the DOW service is not an independent unit, but is part of the administrative and economic service, personnel management or accounting services. However, the organization of work with documents is a completely independent type of activity that has nothing to do with economic support or accounting.

Since the DOW service actually manages the documentation and documentary flows of the entire organization, it should be an independent unit, albeit with a small staff (it can be 2-3 people). At the same time, the service of the preschool educational institution should report directly to the head of the organization or his deputy.

Clause 5.1 of the fifth section of the State Documentation Support System for Management, approved by the Collegium of the Main Archive of the USSR on April 27, 1988, fixes the following provision: “Documentary support for management in an organization is carried out by a special service acting as an independent structural unit subordinate directly to the head of the organization.”

Such a place of service of the preschool educational institution in the structure of the organization can be explained by the following reasons:

1. Representing an independent structural unit and directly reporting to the management of the organization, the DOW service will have more competence. And this, in turn, will allow you to organize more efficient work with documents.

2. Specialists and the head of the PEI service have to work directly with the management of the organization: resolve issues of consideration of incoming documents, control the execution of documents, summarize the results of monitoring the execution of documents and report them to the management of the organization, conduct information and reference work on documents, etc.

List of references and sources

1. Andreeva V.I. Office work - 8th ed., Intel-Sintez Publishing House, 2001. - 192 p.

2. Berezina N.M. Modern office work / L. Lysenko, E.P. Vorontsova. - Publishing House Peter, 208. - 224 p.

3. Bobyleva M.P. Effective document management: from traditional to electronic, MPEI Publishing House, 2004. - 172 p.

4. Kameneva E.M. DOW service: name, structure and definition of headcount / Paperwork and document flow at the enterprise. - 2006. - No. 7 // delo-press.ru.

5. Kirsanova M.V. Modern office work, Infra-M Publishing House, 2008. - 312 p.

6. Udovik A. V. Organization of work of the service of documentary support of management //cde.osu.ru

7. Yankova V.F. Organization of the service of documentation support / Secretary-referent - 2005. - No. 1 // www.profiz.ru

Section 4
QUESTIONS OF THE ORGANIZATION OF DOE *
AND ARCHIVAL

M. V. Larin

HISTORICAL EXPERIENCE AND THE PRESENT STATE OF STATE REGULATION OF OFFICE PROCESSING IN RUSSIA 1

The study of the historical experience of the development of Russian office work reveals its characteristic feature - dependence on the current management system. Major political, social and economic reforms in our country are closely related to the transformations in the field of public administration and public administration, which reflects and consolidates the management system, improves along with it.

Mandatory office work

© M. V. Larin, 2002

In the period of the formation of the Russian centralized state, there was a writ of office work. In orders, office work stood out as a special sphere of activity, a layer of service people appeared in them - officials, for whom the document became the subject of professional activity. Thus, office work as a system arose along with the formation of the public administration apparatus. In one of his works, S.O. Schmidt noted that organs specially designed for the production of documents “appear when society cannot live normally, or rather, function without fixing the ordinary in its life. This usually happens during the formation of a centralized state” 2 .

Mandatory office work reflected the forms and methods of management, the system for building management bodies, their structure at the initial stage of the existence of a centralized state. A characteristic feature of the writ of office work was that it largely relied on the norms of customary law, traditions, and customs carried over from generation to generation by service people. At the same time, a certain order has developed in the orders, the technology for passing documents through the authorities and the norms for processing documentation have been developed, and varieties of documents have appeared 3 . Certain issues of documentation in writ-based office work were regulated by the rules of law. Mandatory office work played an important role in the period of the formation and strengthening of the state, but at the next stage of the development of the state it changed significantly.

Collegiate office work

At the beginning of the XVIII century. in Russia, an absolute monarchy is taking shape, which implies the concentration of legislative and executive power in the hands of the tsar. In 1720, on the initiative of Peter I, the General Regulations were drawn up, which determined the tasks, functions, structure and procedure for the work of the collegiums and the organization of collegiate office work. It became in fact the first legislative act in Russia regulating the issues of working with documents in central government agencies. The General Regulations established the procedure for documenting the work of collegiums, the rules for using seals, and introduced elements of maintaining state secrets. The number of types and varieties of documents has significantly expanded, the principles of grouping documents into cases have appeared. The concept of archives was introduced for the first time and the procedure for submitting completed cases to them was determined. Thus, the General Regulations have legally fixed the procedure for working with documents from the moment they are created to archival storage.

Collegiate office work became the cornerstone on which Russian office work was built for almost two subsequent centuries. The implementation of the provisions of the General Regulations made it possible not only to solve the modern tasks of office work of the institutions of the Russian Empire, but also to preserve for posterity archival documents of the era. In general, the reforms of the state apparatus in the first quarter of the 18th century. established in Russia a uniform system of organizational structure and office work of state institutions on the basis of bureaucratic centralism.

The provincial reform of Catherine II, aimed at reorganizing the local administrative apparatus, practically did not change the established order of office work. The law of 1775 "Institutions for the administration of the provinces of the All-Russian Empire" only legally fixed the existing hierarchy of not only institutions, but also their documentation 4 .

The ministerial reform of 1811 and its impact on development
office work

The next stage of changes in the Russian state office work begins at the beginning of the 19th century, under Alexander I. The reform of the central administration, aimed at adapting the state apparatus to the new economic and social phenomena that had developed in the country by that time, causes the process of development of office work to be activated.

On June 25, 1811, the Law "General Establishment of the Ministries" was adopted, which established the functions, structure and scope of the ministries. With the change in the state apparatus, there is a reorganization of office work, which, in the process of improving the management system, was given great importance. A uniform system of office work and offices is being created in the ministries - the structural parts of the institutions, where all "writing" was concentrated 5 .

Despite the later changes in the organization and structure, principles of activity and office work of individual ministries, the “General Establishment of Ministries” continued to be the main legislative act that determined the functioning of ministries and the system of office work until the Soviet period of national history.

The second half of the 19th century, as is known, is characterized by significant shifts in the development of the productive forces and the Russian economy. After the peasant reform of 1861, a period of capitalist development began. Reforms were undertaken in the financial sector, in education, a military reform was carried out, and the police apparatus was strengthened. The structure of the main link of the central administration - the ministries - has changed somewhat. However, the reorganization of the state apparatus did not affect the general legislative norms that formalized the processes of office work.

The changed conditions required an increase in the efficiency of office work. In these circumstances, individual organizations and institutions turned to the method of self-rationalization of office work, since the established at the beginning of the 19th century. the forms and methods of office work came into conflict with the rapidly changing situation in the field of management in the context of scientific and technological progress and social changes. The level of development of the state required an adequate system of office work. However, many attempts to reform office work were not implemented due to the prevailing historical conditions of the pre-war period.

Thus, office work in the period of its development before the revolutions of 1917 went through a difficult path from the birth of the simplest forms of documenting the activities of the first government bodies - orders based on traditions and customs - to a detailed regulation based on the laws of the Russian Empire state office work, gradually turning from a technical element in an important integral part of public administration.

The origin of Soviet office work

After October 1917, along with the destruction of the state machine of the Russian Empire, the former office work was formally liquidated. The task arose of creating an effective mechanism of state administration and record keeping. First of all, it was necessary to determine the technology and methods of organizing the state apparatus. The organs of the Workers' and Peasants' Inspection (RKI) were given the function of monitoring the work of the state apparatus and its improvement. Thus, a special body with very large powers appeared at the head of the work to improve the administrative apparatus - the People's Commissariat to improve the activities of other People's Commissariats.

As a result of his activities in the 1920s. a system of scientific-research, self-supporting, departmental and public organizations has developed on the issues of the scientific organization of management, including office work. Let's look at the legal basis for this.

It is well known that the Soviet government abandoned the old legislation and began to form new legal foundations for the functioning of the state. Separate provisions of decrees and resolutions of the Soviet government, to one degree or another, concerned office work and documentation. However, a coherent system of legislation on office work in the country after the October Revolution was not developed. With the creation of the Central Control Commission-RKT, the issues of office management are transferred to the departmental level.

A positive result of the efforts of scientists and specialists in the 20s. we can consider the development by them of the Rules for setting up the archival part of office work in state, professional and cooperative institutions and enterprises of the RSFSR (1928) and the draft General Rules for Documentation and Workflow (1931). The latest rules implied the introduction of a unified office work system for all institutions. The General Rules were a serious attempt to develop nationwide standards in the field of working with documents, but they remained unrealized due to the closure of the Institute of Management Technology, as well as the abolition of the NC RCT of the USSR.

Transfer of office work to the jurisdiction of archival authorities

From the beginning of the 1930s in the field of office work, the management bodies of archival affairs began to show themselves more actively. The relevance of paperwork issues was keenly felt by specialists and scientists, employees of the state apparatus. Before the Great Patriotic War itself, in 1941, the first intersectoral conference on office equipment was held, at which, when considering the problems of mechanization of managerial work, an alarming state of affairs in the field of office work was highlighted. The meeting outlined a program unique in its depth and complexity to improve the situation, which, unfortunately, was not implemented 6 . Nevertheless, archival authorities consistently continued to increase their influence on office work.

During the war years, an attempt was made to create a single regulatory document regulating office work. The project was prepared in 1943 by K.G. Mityaev and was called the Instruction on the formulation of the documentary part and the protection of documentary materials of current office work in people's commissariats and other institutions, organizations and enterprises of the USSR 7 . During the war, the project was not accepted.

In the 50s. the role of archival bodies in improving office work has increased. This was facilitated by the Regulations on the State Archival Fund of the USSR of 1958, which, instead of the function of "observation", gave the archival authorities the right to control the documentary part of the current office work 8 . From that moment on, the archival authorities actively stand at the head of the rationalization of office work. However, the scope of powers of archival bodies was not clearly defined. There is an opinion among archivists that the control of archival institutions should extend to all clerical processes - from the moment a document arises to its transfer to the archive for storage. However, at the turn of the 1950-1960s. archival institutions were not yet ready to deal with such large-scale tasks 9 .

Unified State Record Keeping System

During this period of time, the problem of creating a single standard regulating the work with management documentation in the country is put on the agenda. In 1963, the Main Archive of the USSR created the first all-Union regulatory document relating to office work - the Basic Rules for setting up the documentary part of office work and the work of archives of institutions, organizations and enterprises of the USSR, and then began the development of the Unified State Office Work System (EGSD) 10.

In September 1973, the main provisions of the USSD were approved by the State Committee of the USSR Council of Ministers for Science and Technology and recommended to ministries and departments for their use in practice 11 . USSD was a scientifically ordered set of rules, regulations and recommendations for record keeping from the moment of receipt or creation of documents to their transfer to the archive. The USSD also set out the requirements for the organization of office work services in institutions and the procedure for their work. The provisions of the USSD were supplemented by the Unified System of Organizational and Administrative Documentation (USORD) and supported by the relevant GOSTs.

In 1980, a new Regulation on the Main Archival Administration under the Council of Ministers of the USSR 12 was adopted, which significantly expanded the powers of archival bodies in the field of office work and entrusted them with the following tasks: organizational and methodological management of the organization of documents in office work; introduction, development and improvement of the Unified State Record Keeping System and USORD, scientific and methodological guidance on their application; development and approval of rules binding for all organizations on the organization of documents in office work. As a result, the State Archival Service got the opportunity to really manage the quality of documents created in organizations.

Thus, it should be noted that in the 70-80s. 20th century office work adequately responded to the demands of the bureaucratic type of management system on the basis of uniform methodological, organizational and technological principles. A unified basis for organizing document flows was created in the public administration system, which provided documentation of the preparation, adoption and implementation of decisions on a national scale, as well as regulation of the storage periods of documents depending on their practical and scientific and historical significance 13 .

Legal regulation of office work
In Russian federation

Ten years have passed since the collapse of the USSR. The formation of a new Russian statehood, focused on building a democratic legal state with a socially oriented market economy, puts documenting its activities, preserving documentation for its operational use and long-term preservation among the state tasks.

The study of previous historical experience has shown that the effectiveness of solving these issues depends on how legally regulated the systemic category "documented information", which determines the vital activity of all spheres of public and private life of citizens and all possible forms of their associations 14 .

Analyzing the regulatory framework for working with documents in the Russian Federation, it is necessary to make a fundamental remark that post-Soviet Russia retained the effect of Soviet acts in the field of office work, thereby ensuring historical continuity and preserving the basis for further rule-making.

The main legal act that determines the modern state policy and the rights of Russian citizens in the field of information and documentation exchange is the Constitution of the Russian Federation. It says: "Everyone has the right to freely seek, receive, transmit, produce and distribute information in any legal way ..." (part 4, article 29).

In the development of constitutional norms at the legislative level, the foundations of state policy in relation to information and documentation are fixed. The system-forming act in this area is the Federal Law "On Information, Informatization and Information Protection" 15 .

This law contains a number of the most important fundamental provisions for documentary support of management: it defines the terminological system, the procedure for documenting information and transferring it to information resources, establishes the responsibility of the state and its bodies for resolving these issues, names the list of mandatory documented information that organizations - legal entities must maintain . A significant role in the system of information legislation is played by the Law of the Russian Federation "On State Secrets" dated July 21, 1993. 16

Taking into account the fact that there is a global information space, there is a need for legal regulation of relations in the field of transferring information outside the Russian Federation and receiving it from outside. This process is carried out on the basis of the Federal Law "On Participation in International Information Exchange" 17 .

This legal act contains a number of provisions that are important for the exchange of documented information. The law defines the procedure for the import and export of such information and imposes restrictions on the movement across the border of the Russian Federation of documented information classified as state secrets or other confidential information, to the all-Russian national treasure; to the archival fund; to other categories of documented information, the export of which may be restricted by the legislation of the Russian Federation. Thus, the information law in relation to documented information was supplemented by the regulation of its international exchange.

Legal regulation of relations in the field of the use of electronic digital signature is carried out in accordance with the Federal Law "On Electronic Digital Signature", the Civil Code of the Russian Federation, other federal laws and other regulatory legal acts of the Russian Federation adopted in accordance with them, and is also carried out by agreement of the parties 18 .

According to the law, an electronic digital signature is an attribute of an electronic document designed to protect this electronic document from forgery, obtained as a result of cryptographic transformation of information using the private key of an electronic digital signature and allowing to identify the owner of the signature key certificate, as well as to establish the absence of information distortion in the electronic document . Under certain conditions, an electronic digital signature in an electronic document is equivalent to a handwritten signature in a paper document.

Relations in archiving are the subject of the Fundamentals of Legislation on the Archival Fund of the Russian Federation and archives, which regulate the formation, organization of storage, accounting, use of archives and archival funds and their management in order to ensure the safety of archival documents and their full use in the interests of citizens, society and the state . However, this piece of legislation does not deal with business matters at all.

It can be stated that the Russian information legislation regulates only a part of the relations that arise in the field of documenting information, and archival legislation solves only the issues of archival storage of documents. To a certain extent, the issues of documenting, documenting the relationship of subjects of law are established in legislative acts devoted to individual subject areas, for example, laws on notaries, accounting, taxation, etc., as well as in legislative codes (Civil Code of the Russian Federation, Code of Criminal Procedure of the Russian Federation and others ). Recently, there has been a tendency to reduce the already small number of existing standards.

The State System of Documentation Support for Management (1991) is a departmental act. The standard that establishes the requirements for the execution of organizational and administrative documents has been canceled. Only the Standard Instructions for Paperwork in the Federal Executive Bodies (2001) are in full force.

Under these conditions, a natural question arises: do we need legal regulation of work with documents in management in Russian conditions?

Foreign experience

In the US, since 1950, federal records management legislation has been in place. In 1980, the Law on the reduction of work with documents was adopted, aimed at creating a unified legal framework for this area of ​​​​administrative activity. The National Archives of the United States has a special unit that is in charge of records management.

In Germany, on July 26, 2000, the government adopted new General Rules for the Work of Federal Ministries, which detail the organizational and technological procedures for processing paper-based documentation and fundamental guidelines for working with electronic documents. These rules were created within the framework of the state program "Modern state - modern management" 19 .

Similar examples can be cited from the practice of other states: Australia, Finland, England, the Czech Republic, etc. Of the CIS republics, the legislation of Kazakhstan, Belarus, and the Kyrgyz Republic deserves the most attention in this regard.

Especially actively abroad in the last decade, work has been carried out on legislative support for the introduction of information technologies for processing documents and electronic document management in the sphere of management and relations between state structures and citizens. In the United States, in 2000, the law "On the Promotion of the Use of Electronic Documents and Signatures in Interstate and Foreign Trade" was passed. Of interest is the experience of Great Britain in providing citizens with standard forms of documents in electronic form, as well as the experience of Sweden, where government agencies in 1999 made 95% of purchases during paperless transactions, as well as Australia, where a special system allows the provision of electronic technologies when paying utility bills. registration of acts of civil status, obtaining licenses and other permits, etc.

This far from complete list of examples shows that the legislative support for working with documents in the state is a solvable task. The general trend of strengthening the legal support for the life of the Russian state actualizes the issue of eliminating the legislative gap in the field of regulating issues of document management. It is necessary to develop a federal law “On Documentation Support for Management”.

Draft Federal Law on Preschool Education

When preparing the concept of the bill, the developers considered the following names of the law: “On Documentation”, “On Documentation Management”, “On Documentary Fund”, “On Documentation, Organization of Office Work and Storage of Documents”, “On Documentation Support for Management” and some others. As a result of the discussion, the group of developers settled on the last option as the most appropriate for the tasks of legal regulation in this area. Under documentation management(DOE) refers to the creation of a documented information base on various media for use by the administrative apparatus in the process of implementing its functions. Office work is considered as an organizational, legal and technological tool for building a preschool educational institution.

In contrast to the commonly used term "office work", it is essential for the DOW to extend it to all systems of management documents on any media; the presence of an independent structural unit, whose responsibilities include designing, implementing and monitoring compliance with the relevant rules; as well as establishing the responsibility of management personnel for violation of the requirements of the law and relevant by-laws.

Another name for the law, in our opinion, cannot contain the entirety of the requirements for a legislative act regulating legal relations in the field of management documentation, documentation, organization of workflow, formation of documentary systems, etc.

The main proposals on the structure and content of the law were set out by us in the second issue of the Deloproizvodstvo magazine for 2001 20 . Currently, the developers have completed the preparation of the second edition of the bill. Compared with the first edition, the text of the bill has undergone significant changes. So, in Chapter I "General Provisions" the goal is redefined: "The goal of this Federal Law is to provide legal conditions for documenting, organizing work with documents and storing them to ensure the activities of state authorities, local governments, organizations and citizens."

The subject and scope of the law are clarified: “The subject of regulation of this law are the relations that arise in the documentation of the activities of state authorities, local governments, legal entities and citizens in the process of exercising their rights and obligations in accordance with their legal status. The law is valid throughout the Russian Federation and applies to activities with any, including electronic documents.

Principles and directions of state regulation
issues of preschool

The draft law formulates the basic principles of documentary management support:

the most complete and reliable reflection of the activities of public authorities, local self-government, legal entities, citizens within their legitimate interests, rights and obligations in documents;

ensuring the development, implementation and control over the use of standards and unified documentation systems in the activities of state authorities, local self-government, in the management structures of organizations, regardless of their form of ownership and form of organization;

ensuring work with documents in accordance with the requirements of the legal regime of information resources and ensuring information security conditions;

formation and implementation of a unified scientific and technical policy in the field of documentary management based on the use of developing information technologies;

creation of conditions for the use of electronic documents;

improvement of the legal and methodological basis for regulating the documentation and documentation support of the processes of state, public administration, the life of citizens and their associations.

The main directions of state regulation in the field of documentary management are:

development of state policy in the field of documentary support of management, inclusion in state programs of tasks for the development of information technologies as one of the prerequisites for improving statehood and management;

support for the creation of secure information technologies used in government documentation systems;

unification and standardization of documentation systems that reflect the main functions of public administration and relations of legal entities and individuals with state authorities, local self-government and among themselves, accounting and registration documentation systems (registers, registers, classifiers), taking into account international standards and the specifics of the conditions of the Russian Federation;

ensuring uniform principles and procedures for the formation and use of information system resources in the interests of citizens, the state, corporate and private structures of all types of activities;

organization of training and retraining of specialists for structures engaged in processing, aggregation, creation of network systems for transferring documents in the system of state information resources;

control over the safety of documentary funds that are part of the Archival Fund of the Russian Federation
in order to ensure their use in the interests of citizens, society and the state;

formation and implementation of a unified scientific and technical policy in the field of documentary support for management, taking into account the use of the latest information technologies;

development of legislation and regulatory and methodological framework in the field of preschool education.

Other sections of the bill have also undergone significant revision (for the full text of the bill, see the VNIIDAD website: [Electronic resource]).

The place of preschool educational institutions in the administrative reform

Any event in the field of informatization actively invades the sphere of documentation, workflow. In this regard, the draft Federal Target Program (FTP) "Electronic Russia" for 2002-2010, projects of administrative and judicial reforms are of the greatest importance. These projects concern not only the inclusion of an electronic document in the information documentation system, but, in principle, raise many questions about improving documentation and ensuring management processes. Issues of documentation and putting things in order in the field of document management are contained in the Information Security Doctrine. They are also reflected in the message of the President of the Russian Federation to the Federal Assembly of the Russian Federation in 2001. Only the draft FTP "Electronic Russia" provides for a number of areas that significantly affect the area of ​​documentation, record keeping and storage of documents.

Considering the real conditions in Russia (an active transition to the mass use of information technologies, the complexity of implementing the tasks of economic, administrative, judicial reforms), the tasks of streamlining documentation and all stages of preschool education should be considered:

1) one of the most important areas of state policy;

2) a sensitive area of ​​information security;

3) the area of ​​application of technologies that allow for a harmonious combination of paper and electronic methods of documenting and exchanging documents, with the prospect of a smooth transition to digital methods for presenting a significant part of official and business information.

In addition, the issues of documenting the activities of all, without exception, organizations participating in the socio-economic and public life of the state, and the issues of social protection of citizens through the mandatory documentation of their work activities by employers, need to be settled.

The most important of the conditions for the active application of the Law on Preschool Education is the assignment of responsibility for its application to one of the federal executive bodies - the Federal Archival Service of Russia (Rosarchiv). In this regard, the issue of strengthening the coordinating role of the Rosarchive and its structures as bodies responsible for the state of management documentation, ensuring its safety, scientific and practical use, as well as the activities of other federal authorities in relation to streamlining their own documentation is of paramount importance; compliance with applicable regulations; ensuring the timely transfer of documents of a permanent storage period to state archives, the implementation of documentation management in accordance with the standards in organizations of their system.

* Documentation management

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DIPLOMAJob

on the topic

"Organization of document flow abroad"

Introduction

Chapter one. Features of document management abroad

1.1 Legal regulation of records management

1.2 System of international standards

1.3 Regulatory regulation of electronic document management and documentation management

1.3.1 The concept of workflow, organization of work with documents. Features of electronic document management

1.3.2 Features of regulatory regulation of electronic document management in the countries of the European Union

1.3.3 Features of document management and regulation of electronic document management in the United States

1.3.4 Features of regulatory regulation of the organization of work with documents in Italy

1.3.5 Regulatory features of electronic document management in France

1.3.6 Regulatory features of electronic document management in Germany

1.3.7 Regulatory features of electronic document management in the UK

1.3.8 Problems of international electronic document management

Chapter two. The main directions for improving the organization of work with documents in Russia, taking into account foreign experience

2.1 Comparative characteristics of the Russian and foreign directions of development of document management systems

2.2 Problems of improving the documentation support of management in Russia and ways to solve them

2.3 Changing the system of national standards in the field of documentary support of management as a factor in Russia's integration into the world community

Conclusion

List of used literature

Introduction

The transition to a market-type economy raises the question of creating uniform norms and requirements for the system of documentation support for management activities that meet modern conditions.

Increasing the importance of the economic factor and the legal force of documents in management makes the research of scientists and experiments of practitioners in the field of documentation management aimed at the transition from traditional office work, from the classical division of documentation "by systems" to the creation of highly efficient, using modern technical and technological achievements, management systems for the entire complex of information and documentary resources while achieving strategic and operational management goals in any organizations, especially in the state administration apparatus .

One of the important components of this work is the study of a relatively new concept in Russian document science - documentation management and its introduction not only into scientific circulation, but also into practice.

The term "document management" is widely used in the world. For example, in the United States, the organization responsible for records matters is called the National Archives and Records Management. (National Archives and Records Administration). The literal translation of the German term "Schriftgutverwaltung" means "management of written documents". The English term "Records Management" is also translated as document management.

A feature of modern society is the continuous exchange of information. Up-to-date, complete, reliable, timely information is a necessary condition for the successful functioning of any organization.

Management activities are associated with information exchange between subjects and control objects. In the absence of the necessary information, it is impossible to make timely decisions and determine the organization's development strategy.

One of the main factors influencing scientific and technological progress on all spheres of human activity is the widespread use information technologies. At the present level of their development, work with information (collection, analysis, storage, distribution, etc.) is carried out faster and more efficiently. Under the influence of new information technologies, fundamental changes are taking place in the management system (the processes of substantiation and decision-making are automated, the organization of their implementation), the professionalism of specialists involved in management activities is increasing.

We're under documentation management we will understand one of the key activities carried out within the framework of the organization's document management, and includes the current functioning and optimization of the document management subsystem.

In the process of managing the organization's documentation, the following main tasks are solved:

Organization of rational workflow;

Document execution control;

Operational storage of documents, including their proper preparation for transfer to archival storage in the state or departmental (according to the organization) archive;

Subsequent storage of documents in the archive.

The ultimate goal of documentation management is to create conditions that ensure the effective processing of documented information within the time frame determined by the content of the organization's activities and at the lowest material costs.

We believe that the relevance of the presented course work is obvious, because. in order to improve the document management system in the activities of Russian organizations and significantly increase competitiveness when choosing the most rational and efficient organization of work with documents, it is necessary to analyze foreign experience in this area in building a legislative framework and in direct documentation management.

The high significance and insufficient practical development of the problem determine the undoubted novelty of this study.

The study of issues related to this topic has both theoretical and practical significance.

The results of the study can be used to develop a methodology for the analysis of "Organization of document circulation abroad". The theoretical significance lies in the fact that the issues chosen for consideration are located at the junction of several scientific disciplines at once.

aim course work is a comprehensive and systematic study of work with documents abroad, the study of the international regulatory framework, the use of the findings to develop and make proposals for improving document management in Russia.

To achieve this goal, the theoretical and scientific-practicaltasks:

1) study of the system of sources of legal regulation of document circulation in Russia;

2) study of the features of the legislative regulation of document circulation both at the international legal level and at the national level;

4) conducting a comparative legal analysis of Russian legislation and regulatory legal acts of other states in the field of working with documents;

5) determination of the role of foreign experience in the organization and functioning of document management systems in Russia.

Object of study are the processes that occur during the organization and functioning of document management systems.

Subject of research is a characteristic of the normative regulation of document circulation in Russia and abroad.

The analysis of scientific articles, textbooks, studies suggests that interest in foreign experience in working with documents is growing.

In the process of preparing the course work, numerous periodic publications in the journals "Secretary Business", "Office Management", "Clerical Officer", "Secretary-Referent" were used.

When writing a term paper, the works of Russian specialists in the field of documentary support for management were used (A.Yu. Arnd, M.N. Kostomarov, S.L. Kuznetsov, M.V. Larin, O.A. Romanov, O.I. Ryskov, N.A. Khramtsovskaya and others).

Particular attention is paid to standards ISO 15489-2001 Information and documentation - Document management and GOST R ISO 15489-1-2007 “System of standards for information, librarianship and publishing. Document management. General requirements".

Chapter one

Features of document management abroad

1.1 Legal regulation of documentation management

The globalization of international relations at the present stage has led to an increase in the importance of international legal regulation of document circulation.

The creation of special acts at the domestic level does not contribute to the development of international relations, because the legislation of different countries has a different approach to the definition of the main legal institutions and principles of legal regulation.

In recent years, in European countries, special public attention has been paid not only to issues of working with long-term archival documents, but also to document management as an essential element of operational management activities. There are several factors driving the active adoption of records management programs and the development of corporate information and records strategies in both government and commercial organizations.

First of all, such factors include the adoption and operation of legislation on archives, data protection, freedom of information, and human rights. Legislative and other regulations of European countries contain requirements for the types of documents that must be created and for the retention periods of documents. In addition, there may be rights or restrictions on access to documents or their content (for example, in freedom of information legislation), requirements for the format of documents (for example, in personal data protection legislation), transfer of documents to archival institutions (for example, in archives legislation), document management processes (for example, legislation may establish a procedure for indexing (registration) of documents in order to improve their storage).

ROSOFORMATION

State educational institution

Higher professional education

"DON STATE TECHNICAL

UNIVERSITY"

Department of Document Science and Language Communication

COURSE WORK

By discipline: "organization and technology of documentation

management support"

On the topic: Experience in organizing work with documents abroad

Work completed:

3rd year student

GDU-32 groups

Vasilenko Anastasia

Anatolievna

Checked work:

Vatolina Marina

Vladimirovna

Delivery date:

Rostov-on-Don

Introduction ……………………………………………………………………..3

1. Foreign experience of standardization………………………………………4-11

1.1 The history of the formation and development of the international organization for standardization…………………………………………………………………4-5

1.2 The current state of international standardization in the field of document management…………………………………………………..6-11

2. Experience in organizing work with documents in foreign countries ...... 12-20

2.1 Experience with documents in the Commonwealth of Australia……………….12-16

2.1.1 Australian Union State Standards System..12-13

2.1.2 The Commonwealth Archival Fund………………………………..14-16

2.1 Experience with documents in Italy………………………………...17-20

3. Analysis of the current state of document management in Russia..21-27

Conclusion…………………………………………………………………..28-29

List of sources used………………………………………30

Introduction

The topic of the course work is relevant, because by studying the experience of organizing work with documents abroad, you can trace the main trends in the development of office work and, analyzing them, apply these innovations in Russia.

The purpose of the work is to analyze the experience of organizing work with documents abroad.

Work tasks:

To study foreign experience of standardization;

Analyze the experience of organizing work with documents in foreign countries;

Analyze the current state of document management in Russia.

For writing the course work were used:

Regulations;

Internet resources;

Periodicals ("Office work", "Secretary business").

Research methods are: comparative analysis, historical.

1. Foreign experience of standardization

1.1 The history of the formation and development of the international organization for standardization

International standardization is a set of international standardization organizations and products of their activities - standards, recommendations, technical reports and other scientific and technical products. There are three such organizations: the International Organization for Standardization - ISO (ISO), the International Electrotechnical Commission - IEC (IEC), the International Telecommunication Union - ITU (ITU).

The International Organization for Standardization (ISO) is a global network that determines which standards are required for the operation of commercial, government and public organizations. It was officially established on February 23, 1947.

Its main goal is formulated in the ISO Charter: "... to promote the development of standardization on a global scale to ensure international exchange of goods and mutual assistance, as well as to expand cooperation in the fields of intellectual, scientific, technical and economic activities."

ISO brings together 64 countries. ISO is a non-governmental organization: its members are not government delegates, as, for example, in the United Nations. However, ISO takes a special position between governmental and non-governmental organizations. This is because, on the one hand, many of the ISO institutions are part of government structures in their countries or are under the tutelage of their state. On the other hand, other members of ISO are completely private, created by local unions of industrial organizations.

The following facts testify to the scale of the organization's activities: over 30,000 experts participate in technical work, which is carried out within the framework of 187 technical committees, 576 subcommittees, 2057 working groups. More than 800 meetings of the above-mentioned technical bodies are held annually around the world. The ISO standards park exceeds 14,000 items, and over 800 new and revised standards are published annually.

ISO International Standards do not have the status of being mandatory for all participating countries. Any side of the world has the right to adapt or not to adapt them. The decision on the application of the ISO international standard is mainly related to the degree of participation of the country in the international division of labor and the state of its foreign trade. About half of the international ISO standards have found application in the Russian standardization system.

Thus, the main task of international standards is the creation at the international level of a unified methodological basis for the development of new and improvement of existing quality systems and their certification.

1.2 The current state of international standardization in the field of records management

Organizationally, ISO includes governing and working bodies. Governing bodies: General Assembly (supreme body), Council, Technical Leading Bureau. Working bodies - technical Committees (TC), subcommittees, technical advisory groups (TCG).

The General Assembly is the assembly of officers and delegates appointed by the member committees. Each member body is entitled to present a maximum of three delegates, but they may be accompanied by observers. Corresponding members and subscriber members participate as observers.

The Council directs the work of ISO between sessions of the General Assembly. The Council has the right, without convening a General Assembly, to send questions to the member committees for consultation or to entrust the member committees with their decision. At meetings of the Council, decisions are made by a majority vote of the committee members of the Council present at the meeting. Between meetings and if necessary, the Council may take decisions by correspondence.

Seven committees are subordinate to the ISO Council: PLACO (technical bureau), PROFCO (methodological and informational assistance); CASCO (conformity assessment committee); INFCO (committee on scientific and technical information); DEVCO (Committee for Assistance to Developing Countries); COPOLCO (consumer protection committee); REMCO (Reference Materials Committee).

PLACO (PLACO - Planning Committee) prepares proposals for planning the work of ISO, for organizing and coordinating the technical aspects of the work. The scope of work of PLACO includes consideration of proposals for the creation and dissolution of technical committees, determining the area of ​​standardization that the committees should deal with.

PROFCO is obliged to provide methodological and informational assistance to the ISO Council on the principles and methods of developing international standards. The Committee is studying the fundamental principles of standardization and preparing recommendations for achieving optimal results in this area. PROFCO also deals with terminology and organizes seminars on the application of international standards for trade development.

CASCO (CASCO - Committee on conformity assessment) deals with the issues of confirming the conformity of products, services, processes and quality systems with the requirements of standards, studying the practice of this activity and analyzing information. The Committee develops guidelines for testing and conformity assessment (certification) of products, services, quality systems, confirmation of the competence of testing laboratories and certification bodies. An important area of ​​work of CASCO is the promotion of mutual recognition and adoption of national and regional certification systems, as well as the use of international standards in the field of testing and conformity assessment. CASCO, together with IEC, has prepared a number of guidelines on various aspects of certification, which are widely used in ISO and IEC member countries: the principles set forth in these documents are taken into account in national certification systems, and also serve as the basis for agreements on assessing the conformity of mutually supplied products in trade - economic relations of countries of different regions.

DEVCO (DEVCO - Committee on developing country matters) studies the requests of developing countries in the field of standardization and develops recommendations to assist these countries in this area. The main functions of DEVCO are: organization of discussion on a wide scale of all aspects of standardization in developing countries, creation of conditions for the exchange of experience with developed countries; training of specialists in standardization on the basis of various training centers in developed countries; facilitating study tours for experts from standardization organizations in developing countries; preparation of training manuals on standardization for developing countries; stimulating the development of bilateral cooperation between industrialized and developing states in the field of standardization and metrology.

COPOLCO (COPOLCO - Committee on consumer policy) is studying the issues of ensuring the interests of consumers and the possibility of promoting this through standardization; summarizes the experience of consumer participation in the creation of standards and draws up programs to educate consumers in the field of standardization and bring them the necessary information about international standards. This is facilitated by the periodic publication of the List of International and National Standards, as well as useful guides for consumers: “Comparative tests of consumer products”, “Information about products for consumers”, “Development of standard methods for measuring the performance of consumer products”, etc.

REMCO (REMCO - Committee on reference materials) provides methodological assistance to ISO by developing appropriate guidelines on issues related to reference materials (standards). Thus, a reference book on reference materials and several manuals have been prepared: “Reference to reference materials in international standards”, “Certification of reference materials. General and statistical principles, etc. In addition, REMCO is the coordinator of ISO activities on reference materials with international metrological organizations, in particular, with OIML - the International Organization of Legal Metrology.

The development of international norms and standards in the field of information and documentation in ISO is entrusted to Technical Committee No. 46 "Information and Documentation", in which 34 national committees - ISO members take part, including the Federal Agency for Technical Regulation and Metrology of Russia, Rostekhregulirovanie.

This committee is engaged in standardization in the field of information activities, publishing, indexing and abstracting activities, the practical activities of libraries, documentation and information centers, archives.

It has four subcommittees in its structure: Subcommittee No. 4 "Technical Cooperation"; Subcommittee No. 8 "Quality - Statistics and Performance Evaluation"; Subcommittee No. 9 "Identification and Description"; Subcommittee No. 11 Archives/Documents Management.

Subcommittee No. 11, established in order to develop standardization in the field of office work and archiving, developed 3 international standards: two parts of ISO 15489-2001 "Information and Documentation - Records management" (ISO 15489-2001, Information and Documentation - Records management) and the first part of ISO 23081 Information and Documentation - Records management processes - Metadata for records - Part 1:Principles). The ISO 15489 standard regulates the management of documents of any format and on any media created and received by various organizations in the course of their activities. The second part of the standard covers the organization's records management procedures in accordance with the principles standardized in the first part of ISO 15489-1:2001. This document is actually a technical report, which, according to ISO rules, refers to information documents and does not have the status of a standard; the purpose of its development is to offer one of the possible methodologies for the implementation of document management systems, created in an organization based on the principles of the first part of ISO 15489-1:2001. This methodology is based on Australian experience. At the same time, it should be noted that when discussing the second part of ISO 15489-1:2001, proposals were made to include in the technical report several options for methodologies for the implementation of document management systems and thereby remove the contradictions associated with national peculiarities of record keeping and document management. But due to the complexity and diversity of these methodologies, it was decided to include only one version in the technical report and to attribute the work on developing the necessary methodology to the scope of activities of national bodies for standardization, document management and archives.

Therefore, in most developed countries of the world, when developing a national standard, close attention is paid to the first part of ISO 15489-1:2001, the second is used as an auxiliary (clarifying a number of provisions of the first part) document.

The ISO 23081 standard deals with business metadata in management activities, their types, functions for providing management and business processes, as well as metadata management.

In March 2005, ISO 22310 Information and Documentation. Requirements for records/documents management in standards” (ISO/DIS 22310, Information and Documentation - Requirements for records/documents management in standards).

Technical Committee No. 46 is associated in its activities with Committee No. 154 “Processes, data elements and documents in trade, industry and management”, which developed such widely used standards as ISO 8439-1990 Forms. Basic layout" (ISO 8439:1990, Forms design - Basic layout) and ISO 8601-2000 "Data elements and interchange formats - Information exchange - Representation of dates and times" (ISO 8601:2000, Data elements and interchange formats - Information interchange - Representation of dates and times).

Among the standards developed by TC No. 46, it should be noted the international standard ISO 5127-2001 "Information and documentation - Vocabulary" (ISO 5127:2001, Information and documentation - Vocabulary), which contains the main terms and concepts used in the field of working with information and documentation . The standard is used in the development of applied standards for information sciences, including librarianship, records management and archival records.

International Standard ISO 2384-1977 "Documentation - Presentation of translations" (ISO 2384:1977, Documentation - Presentation of translations) establishes rules for the presentation of translations in a standard form, which simplifies their application by various categories of users.

In 2003, the international standard ISO 14416-2003 "Information and documentation - requirements for the binding of books, periodicals, serials and other paper documents for use in archives and libraries - Methods and materials" (ISO 14416: 2003, Information and documentation - Requirements for binding of books, periodicals, serials and other documents for archive and library use - Methods and materials) .

From the above, we can conclude that, at present, in the field of document management, a sufficient number of standards have been developed that allow regulating the management of documents of any format and on any media created and received by various organizations in the course of their activities, establish rules for submitting translations in a standard form, which simplifies their use by different categories of users.

2.1 Experience with documents in the Commonwealth of Australia

2.1.1 Australian Union State Standards System

The entire experience of Australia in the field of documentary management is the quintessence of the achievements of its specialists.

The state standardization system of the Commonwealth of Australia is represented by Standards of Australia, an organization established in 1922. The regulatory and methodological base for documentary support of the management of the Commonwealth of Australia is quite extensive. It is quite legitimate to say that Australia is one of the leaders in the region. An example of this is its national standard, AS 4390-1996, which was taken by the International Organization for Standardization as the basis for the development of ISO 15489:2001, and therefore recommended to all countries whose national standards bodies are represented in ISO, as a reference when creating their respective national standards.

As part of its activities within ISO, Standards Australia provides for the work of the Archives/Documents Management subcommittee established within the Information and Documents technical committee, forming its secretariat. The latter is responsible for the development and implementation of the following international standards:

ISO 15489-1:2001;

ISO 15489/TR-2:2001;

ISO 22310:2006;

ISO/TS 23081-2:2007

In 2002, Australia adopted the ISO 15489:2001 equivalent national document management standard, AS ISO 15489-2002. It was developed by the Documents Management Committee, a subdivision of Australian Standards. Subsequently, Australian Standards also established a Records Management Compliance Technical Committee to provide a companion document to AS ISO 15489-2002 providing practical guidance on monitoring and auditing by organizations.

Although the AS ISO 15489-2002 standard largely repeats the content of the AS 4309-1996 standard, however, there are a number of significant differences between them regarding terminology, structure, and approach to covering various kinds of issues.

AS ISO 15489-2002 was developed and implemented as an international standard, and some terms have been changed to ensure that it is in line with international practice.

AS 4390-1996 and related standards have been revised, enlarged and modernized, thereby becoming AS ISO 15489-2002. While AS 4390-1996 contains six parts, AS ISO 15489-2002 has two (the standard itself and technical support materials). Accordingly, the information contained in AS ISO 15489-2002 differs significantly from that presented in AS 4390-1996, mainly due to brevity and conciseness. Australian standards after the publication of AS ISO 15489-2002 tried to highlight the key components of AS 4390-1996 that were not included in the new standard, and publish them in the form of annexes, additions to the current normative and methodological act on the organization of document management.

Thus, it must be emphasized that globalization, which, among other things, is characterized by the standardization of economic and technological processes, is clearly visible in the field of documentary support for management. A striking example of this is the development on the basis of the national standard of the Australian Union AS 4390-1996 of the international normative and methodological act ISO 15489:2001 and the adoption of authentic standards in a number of countries whose national standardization bodies are represented in ISO.

2.1.2 Commonwealth Archives

The Archival Fund of the Commonwealth of Australia is represented by a network of specialized bodies responsible not only for the storage of documents of the Archival Fund of the country, but also for the development of legislative and regulatory acts in the field of archiving. This network includes: the National Archives of Australia, the Australian Society of Archivists and the State Archives of the Federation.

The National Archives of Australia was formed in 1961 when the Union Archives Office split from the National Library of Australia. In 1975, the institution was renamed Archives of Australia, and in 1998 received its present name.

In parallel, the status of the National Archives of Australia was also changing. The Archives Act of 1983 assigned institutions the function of ensuring the safety of documents of state bodies and institutions. In 2001, the National Archives of Australia became a federal executive body under the authority of the Minister for Culture and Sports.

The official title of the head of the National Archives of Australia is "Director General". The Board of the National Archives of Australia was established under section 10(1) of the Archives Act 1983. The Board is composed of a Senator, a member of the House of Representatives, and 11 other members appointed by the Minister for Culture and Sports.

Structurally, the National Archives of Australia is organized into five departments: Access and Communications, Advisory Services, National Coordination, Records Management and Storage, and Government Information Management, each headed by one of the Deputy General Directors.

The Australian Society of Archivists is a public organization that was formed in 1975 in connection with the lack of qualified personnel among archival workers.

The functions of the Australian Society of Archivists include:

Education of own qualified personnel, involving the conduct of specialized trainings and seminars;

Assistance in organizing the storage of documentary materials of the Archival Fund of the country, supervision of their proper use;

Comprehensive assistance in conducting scientific research in the field of archiving;

Publication and dissemination by other means of information relating to the organization of the archives of the Commonwealth.

The decision on the current activities of the Australian Society of Archivists is entrusted to the council, whose members are elected based on the results of internal voting.

The working bodies of the Australian Society of Archivists are task forces, which include:

Task Force "Archives of Organizations";

Task Force "Electronic Documents";

Task Force on Indigenous Issues;

Task Force "Archives of local executive authorities";

Task Force "Archives of Schools";

Task Force "Archives of Universities".

The Public Records Office of Victoria is established by the Public Records Act 1973 to collect, secure, and arrange for the long-term and permanent storage of state government records.

The State Archives of Victoria is administered by the Cultural Section of the Prime Minister's and Cabinet Department.

The competence of the State Archives of Victoria includes:

Preparation of standards governing the processes of creating state government documents;

Advising representatives of government agencies on the implementation of the provisions of the standards in practice. Conducting trainings and seminars.

Analyzing the structural diagram of the organization of the Archival Fund of the Commonwealth of Australia, we can conclude that the relevant bodies are a combination of a federal state organization, a federal public organization and state organizations of subjects, and perform a "triune function":

Developer of legislative and regulatory acts in the field of archiving;

Controller-auditor, who is called upon to monitor the implementation of their provisions in practice;

educational environment.

So, the Commonwealth of Australia occupies one of the first places in the world in the development of standards in the field of record keeping and archiving, many standards adopted in the Commonwealth become international, thereby actively influencing the development of record keeping throughout the world.

2.2 Experience with documents in Italy

Office work in modern Italy has existed since the beginning of the 19th century - from the time when the Italian states were dominated by Napoleonic France. The French government instilled in Italy a classification of documents and a registration system, the main features of which remain today. Fourteen years after the formation of the Italian Republic, which took place in 1861, the government opened in Rome - Archivio Centrale dello Stato(Central State Archive). Located in Rome, the Archive stores documents issued by the central administrative bodies of Italy's national government. In addition, the Archive manages the hierarchy of state archival organizations throughout Italy and forms the structure of a nationwide office work.

We can say that modern office work in Italy began with the issuance of the Royal Decree of 1900 (the document outlined the fundamental principles of the work of the offices and archival institutions of the state government). However, it was only in 1963 that the structure of office work was formed in the form in which it officially exists today. D came out at that time. Ecreto del Presidente dello Republica(Presidential Decree), which determined the basic requirements for archival storage and record keeping, which, with minor changes, are still applied to this day. Let's consider the essence of these requirements.

The Italian system of registration was laid down in the Royal Decree of 1900 and differs little from other European systems. Each category of documents, united by a common title or subject, corresponds to a number of documents in the log. As a rule, a separate journal is created for each category of documents. As with most registration systems, each document received or created in the office is subject to mandatory registration in the journal. Registered documents are consecutively numbered; records of incoming and outgoing documents are kept separately in the journal. The fact of registration of a document is an official confirmation of not only the very existence of the document, but also its authenticity.

When registering incoming documents, the date of receipt, the name of the sender and the subject of the case are entered in the journal. When registering outgoing documents, the date of creation, the addressee and the subject of the case are indicated. In addition, all documents are registered in the journal of the office to which they are received.

European offices usually use some sort of standard case classification scheme in conjunction with registers, and Italy is no exception. By Royal Decree of 1900, a "systematic classification by mandate (mission)" was introduced. This standard system provides for both general and specific subject categories that form the basis of the conduct of business in government ministries.

General case categories allow the classification of administrative documents that are common to all or most ministries (such as personal files), while special categories reflect the needs of a particular ministry, due to the specifics of its activities. The various subject categories form a hierarchy of classes and subclasses, each of which is assigned its own alphanumeric code. A similar system is widely used in North America.

In addition to the journals mentioned above, Italian chancelleries use a special category of registration journals called reportorio. These logs are a list of all cases in each subject category. Indexes to journals consist of two registers with alphabetical lists of persons who created, sent or received documents, while the subject indexes of registered documents are entered in the third journal.

Documents that have gone out of active use are moved from Italian government departments to the so-called "deposit archives" - intermediate storages, which are a complex nationwide storage system. Once a year, documents from intradepartmental archives are sent to the depositary archives, where they are stored for 40 years from the date of receipt. After this period, documents of historical value are transferred to the appropriate archival storage, and all remaining ones are destroyed.

The Presidential Decree of 1963, already mentioned above, defines archival periods for all categories of government documents, including those of the government, regions and provinces, and municipalities.

As already noted, the Rome-based Central Archives Administration manages the state network of archival institutions, which includes the Central State Archives, Archival Supervision Bodies, regional archives of individual territories and provinces, and other organizations.

Archival supervision bodies function independently of the state archive and resolve issues at the regional level in relation to documents owned by individuals or organizations.

So, office work in Italy began to develop late. The French government had a great influence in such areas as the classification of documents and the registration system. Today, the Italian office system is not much different from other European systems.

3. Analysis of the current state of document management in Russia

Currently, the regulation of documentation, organization and technology of documentation support for management is carried out in several directions: legislative regulation, standardization, development of normative and normative-methodological documents of nationwide action.

The laws of the Russian Federation have the highest legal significance.

The Federal Law of the Russian Federation "On Information, Information Technologies and Information Protection" fixed the obligation to document information, established a number of terms (information, informatization, information resources, documented information, etc.), regulated relations arising from the creation and use of information technologies, established obligatory provision of information to state bodies .

The obligation of documentation is also mentioned in other legislative acts. Thus, the Civil Code of the Russian Federation determined the legal basis not only for the activities of legal entities, but also for its documentation. A number of articles establish requirements for the composition of information (content) of documents and their design. Yes, Art. 52 of the Civil Code of the Russian Federation contains a requirement for the content of the charter and the memorandum of association, on the basis of which legal entities operate; Art. 185 and 186 define the details of such a document as a power of attorney; in Art. 878 check form is defined, etc.

The legislation of the Russian Federation on the Archival Fund of the Russian Federation and archives established that the Archival Fund of the Russian Federation includes documents located on its territory, regardless of the form of ownership of the organizations in which they were formed. Therefore, many documents of institutions, organizations and enterprises, after a certain period of time, must be transferred for storage to state archives in the manner prescribed by regulatory documents.

Legislative acts of the Russian Federation regulate the requirements for documents sent using various means of communication (mail, telegraph, facsimile and electronic messages), requirements for the protection of information at different stages of its creation and storage, giving documents official (legal force). They also contain the basics of regulation of informatization processes. The law establishes the right of ownership to individual documents and arrays of documentation, categories of information according to the levels of access to it.

A number of legal acts contain norms that must be taken into account in the preparation and execution of management documents. Such acts include, for example, the law of the Russian Federation “On Trademarks, Service Marks and Appellations of Origin of Goods”, which determines the procedure for registering an enterprise emblem placed on a letterhead; Decree of the Government of the Russian Federation "On streamlining the manufacture, use, storage and destruction of seals and letterheads with the reproduction of the State Emblem of the Russian Federation", etc.

Currently, in accordance with the federal target program, the GSDOU operates - a system of provisions that define the basic rules for working with documents in organizations. The system is also oriented to commercial structures. It consists of two parts: normative and methodical. In the normative part, the main tasks and functions are defined, the legal regulation of the activities of the documentation support service in the organization, its approximate structure; procedure for the preparation and execution of documents; all stages of working with them: delivery, passage, processing, accounting, registration, execution control, information and reference work, operational storage of documents, search for documents and information; protection of information retrieval systems; preparation of documents for the archive; the procedure for conducting an examination of the value of documents; organization of document storage. It is a single complex of automated documentation based on modern text editors, automated workflow (including e-mail), databases and automated storage and use of documents (including automated case nomenclatures, case inventories, etc.).

GOST R 6.30-2003 USD Unified system of organizational and administrative documentation. Documentation requirements.

The standard applies to "organizational and administrative documents related to the Unified System of Organizational and Administrative Documentation (USORD) - resolutions, orders, orders, decisions, protocols, acts, letters, etc. ... used in activities:

Federal bodies of state power, bodies of state power of the subjects of the Russian Federation, including subjects of the Russian Federation, which have, along with the Russian language as the state national language, bodies of local self-government;

Enterprises, organizations and their associations, regardless of the organizational and legal form.

Currently, in the field of preschool education, several problems and ways to solve them can be identified. It is necessary to introduce a law on documentation.

The Law on Documentation of the Russian Federation should play a fundamental role in solving the problems of preschool educational institutions. The law will make it possible to formalize the general principles and the most significant provisions of documentation support, including the obligation to document the activities of all organizations, the forms and methods of documentation, electronic documentation, the exchange of documented information to meet the needs for documentation of subjects of law, and measures of responsibility for violations. The law should become a fundamental regulatory framework that will not only resolve many contentious issues of electronic document management and electronic archives, but also to a certain extent determine the directions and further prospects for the development of automation of preschool educational institutions. The adoption of a law on documentation is an urgent task for the near future. To ensure unification, it is necessary to develop new standards.

The solution of technological problems of documentation is facilitated by the developed VNIIDAD and approved by the State Standard of the Russian Federation GOST 6.30-2003. "USD. ORD system. Requirements for paperwork." The standard, presenting requirements for the unification of the elements of documentation, greatly facilitates the creation of standard, unified and unified processes for both traditional and automated documentation, storage and transmission of documented information. Of exceptional importance is also the subsequent development and maintenance (updating) of all-Russian classifiers of technical, economic and social information, incl. forms of management documentation at the level of departments, enterprises and organizations. Let us turn to the experience of other countries. The United States of America has had the Federal Records Management Act since 1976. The term "Document Management" means the planning, control, direction, organization, training, promotion and other administrative and management activities involving the creation of documents, their storage, use and the ability to dispose of documents. In 1980, the "Law on the reduction of work with documents" was adopted, aimed at creating a unified legal framework in this area of ​​​​administrative activity. The US National Archives has a powerful unit that is in charge of records management. Let's take European examples closer to us.

England: Since 1985 there has been a government program to improve records management. Under the Cabinet of Ministers, there is a second administrative department, which, together with the State Archives of Great Britain, with appropriate financial support from the Government, deals with the management of documentation at a modern technical and technological level. In Germany, where, as we know, federalism is elevated to the principle of state structure, on 06/21/95 the government approved a centralized system of office work on the basis of the general rules for the work of federal ministries. German document specialists and archivists regard this fact as their great victory, which required long-term efforts of the staff and leaders of the Bundesarchiv. Moreover, this legal act is not the first in the history of Germany. Since 1926, the "imperial law on the general procedure for office work" was in force, and in 1958 the "Law on the general procedure for the work of federal ministries" was created. It is interesting that the developers of the modern office work system in the federal ministries of Germany set one of its main tasks to create a unified nomenclature of cases for federal ministries and counter the temptation to abandon strict systematizing schemes for grouping and encrypting documents through modern computer technology. This list could be continued by other examples from the legislation, for example, the Czech Republic, where the law on archives 1994/1997-2002. the obligation of all organizations, regardless of the form of ownership, is clearly written to keep documentation in order, take care of its accounting and storage. A similar norm is written in a similar legislative act of Belarus and other countries. One can also recall the experience of Australia, where for the first time in the world in 1996 the National Document Management Standard was adopted, which contains recommendations for working with traditional paper-based documents and with modern electronic documents.

The problem of electronic document management, automation of preschool educational institutions is closely related to the problem of an electronic document. At present, various companies have developed and implemented a large number of automated document management systems (ADMS), characterized by specific approaches and computer-communication means of implementation. Unfortunately, there is no unified terminology in these developments. The products of developer firms bear such names as: a document management system, a computer system for office work and workflow automation, an office management system, a distributed document management system, an electronic archive, etc. The variety in the names of developed and developed systems only indicates that today this area of ​​the information market has not yet taken shape as an independent segment, and in some cases, ASUD products appear as related developments or a by-product when solving other more complex tasks. However, the number of ASUDs is growing quite rapidly.

It is possible to formulate certain requirements for a modern document management system in an organization. First of all, the ASUD must perform all the tasks of documentary support for management in full: preparation of documents, their registration, control over execution, search for documents, their storage and reference work on an array of documents. The system should be built on uniform methodological principles, software, hardware and technological solutions and within the framework of the current organizational and legal conditions in the form of domestic legislation, state standards, instructions and requirements. The ASUD should ensure the full use (integration) of the accumulated information resource and implement the principle of a single input of information and its multiple use both documentarily and in fact. The system should also help administrators choose the routes of movement of documents within the organization, providing the necessary degree of protection of information from unauthorized access. The automated control system in modern conditions should be able to expand by certain components (the number of technical devices and technologies, the number of documents (amount of information), the number of users) and be able to adapt within reasonable limits to changing user requirements.

One should not think that these problems are exclusively Russian problems. The entire business world is concerned with similar problems. For example, a 1996 English survey showed that almost half of the British institutions surveyed had major problems in the area of ​​information and documentation. In these institutions, the system for searching for the necessary documentation is poorly established. 77.6% of managers of various ranks admitted that they are looking for information on their own, and only 18% turn to assistants and secretaries for help. It is unlikely that this situation illustrates effective management.

Thus, the current legislation contains a significant number of mandatory norms, rules and requirements for documenting various activities of state and non-state organizations, for the execution of certain types of documents, their content and text structure.

Conclusion

It should be noted that abroad (Europe, the USA, etc.) have advanced much further in the application of information technologies in documentation support, especially in matters of electronic document management and use of electronic documents. This is, of course, the first most important difference. ISO back in 2001 adopted a document management standard (ISO:15489-1-2001); in Europe, too, in 2001, the specification "Model European requirements for electronic document management systems" was developed and adopted.

These facts indicate that in developed countries they do not represent document management without the use of information technology. They haven't shared for a long time office work to the traditional, as it is still customary with us, and with the use of information technology. They have any paperwork based on the use of modern information technologies, there simply cannot be another.

The second thing to note is some of the specific approaches to document management that are specific to dspruce production Western Europe and the United States, which, incidentally, is reflected in the ISO-15489 standard, in the section that establishes requirements for document management processes. In the standard, document management processes do not begin with the registration of documents, but with the examination and determination of the retention periods for documents. They also have registration, but it is not in the first place. By and large, there is no contradiction in this, because we also determine the terms for storing documents, but with us this is usually done after the execution of the document, when it (or a copy) is transferred to the file for storage.

Another difference: one of the functions office work in Russia is the control of the execution of documents.. In the form in which this function is implemented in Russian office work, this is probably not found anywhere. Each country has its own specifics office work therefore, we can say that control over the timing of the execution of documents is a Russian specificity.

Currently, in the field of document management, a sufficient number of standards have been developed that allow regulating the management of documents in the International Association for Standardization of any format and on any media created and received by various organizations in the course of their activities, establish rules for the presentation of translations in a standard form, which simplifies them. application by different categories of users.

The main task of international standards is the creation at the international level of a unified methodological basis for the development of new and improvement of existing quality systems and their certification.

The Commonwealth of Australia occupies one of the first places in the world in the development of standards in the field of office work and archiving, many standards adopted in the Commonwealth become international, thereby actively influencing the development of office work around the world.

Globalization, which, among other things, is characterized by the standardization of economic and technological processes, can be clearly seen in the field of documentary support for management. A striking example of this is the development on the basis of the national standard of the Australian Union AS 4390-1996 of the international normative and methodological act ISO 15489:2001 and the adoption of authentic standards in a number of countries whose national standardization bodies are represented in ISO.

The current legislation of the Russian Federation contains a significant number of mandatory norms, rules and requirements for documenting various activities of state and non-state organizations, for the execution of certain types of documents, their content and text structure.

List of sources used

Federal Law "On information, information technologies and information protection" dated July 27, 2006 No. 149-FZ

State system of documentation support for management. General requirements for documents and services of documentary support for management.-M., 1991

GOST R 6.30-2003 USD Unified system of organizational and administrative documentation. Documentation requirements

ISO 15489-2001 Information and documentation - Document management

ISO 23081-1:2004 Information and documentation - Records management processes - Document metadata

ISO 22310 “Information and documentation. Document management requirements contained in the standards”

ISO 5127-2001 "Information and documentation - Vocabulary"

ISO 2384-1977 "Documentation - Execution of translations"

AS ISO 15489-2002 "Record Manager-General"

DV Volkova. Activities of the international organization for standardization. Office work.2006 No. 2.pp 66-70

A.S. Golotnik. State standardization system of the Australian Union as an indicator of world globalization processes// Office work 2007.-№4.pp 66-70

... behind commercial banks behind abroad 5 1.1 Nature of the surveillance system 5 1.2 Experience work commercial banks behind abroad 11 2. Supervision system behind... meetings signed document fixing... credit organizations. Credit checks organizations can...

1. Staff motivation behind abroad

   Abstract >> Management

   By creating an appropriate regulatory document introducing this rule ... typewriter, counting Job etc. In the practice of regulatory research work behind abroad used and... interest experience large western firms organizations internal systems...

2. Psychological and pedagogical support for children with complex developmental disorders behind abroad

   Test work >> Psychology

   ... behind abroad 2.1 Organization teaching deafblind children behind abroad(70-80s) 2.2 Organization ... behind abroad. It is important to consider not only experience, but also the mistakes of foreign experts in work... teaching deafblind and normative documents taken in a particular...

3. Technology work with documents limited access

   Abstract >> Industry, production

   What are the most serious frontiers protected electronic information... At the beginning of the case, the inner inventory documents contained in it, at the end ... of cases. The control behind work with documents limited access carried out by the head organizations, his...

4. The social status of Russian immigrants behind abroad

   Coursework >> Sociology

   Assigned to special organizations- national services ... commissions, Russians for documents turned out to be only 6 thousand ... studies or work, but the remaining behind abroad. Destinations of emigration... work in another country or insufficient knowledge foreign language. But experience ...