Creating an information resource of any kind begins with giving the information a form document. Documented information, in turn, can be included in any infobase.
Regulatory support
According to the provisions of Federal Law No. 149, documented information is fixed on a material carrier. Certain requisites are used to identify data or its source.
The word "document" has Latin roots. In translation, it means "proof". In the terminological dictionary of theory and practice of 1964, the word "document" is defined as a material object that contains information in a fixed form.
Theoretical base
In any document there are 3 elements: the content of information, the forms of their provision and the carrier of documented information.
The study of methods for fixing data and the signs of their carriers is carried out within the framework of such a discipline as document management. it scientific direction explores the processes of archiving, office work, document circulation. The main attention is paid to the regulation of the form of traditional documents, fixing their details.
Features of fixing information
Documented information is information, contained on some material carrier, by the details of which information can be identified. Currently, there are many ways to consolidate information. Conventionally, they are divided into several classes.
Paper documents are carriers of information available for perception without the use of additional technical means. This method of documentation is considered the most common.
Recently, however, media, information from which can only be obtained with the help of technical means, has become increasingly widespread. It can be electronic documents, video, audio recordings (files), encoded information, etc.
Identification
A prerequisite for working with data is the availability of details by which the documented information.
The definition of the data source is necessary to match the original content of the medium with the content of the document received by the user. If necessary, in the process of studying the information, the fact of identity, coincidence of data is established.
Regulatory regulation
Legal regime of documented information, the procedure for fixing information by federal executive structures is established by the Government. Rules for document circulation, office work, approved by other state bodies, bodies territorial self-government within their competence, must not contradict the provisions of government regulations.
The state structure that carries out normative and methodological regulation documented information is federal agency on technical regulation and metrology. Previously, these functions were performed by Gosstandart. During the reforms, it was transformed into the Agency.
Issues related to the standardization of documents are regulated by the provisions of Federal Law No. 184 "On Technical Regulation". Intersectoral leadership in organizations falls within the competence of the Federal Archival Agency. Sectoral management of documentation support is carried out by the relevant ministries, taking into account the recommendations of the Archival Agency.
Identification specifics
There are several ways to store documented information. Definition the specific option depends on the specifics of the industry in which the information is used.
The data can be presented in electronic form and stored in specialized databases. In such a situation, identification has some peculiarities. They consist in the fact that the reliability of the information must be confirmed by the owner of the database or an authorized official.
There are other ways to validate documented information. This information can be, in particular, certified by a digital signature. Electronic document, confirmed electronic signature or an analogue of hand-painted painting, is recognized as equivalent to paper. Exceptions may be established by federal laws or other regulations.
Informational resources
They are considered objects of relations between legal entities, citizens and the state. The existing one provides data protection.
Regulatory regulation is carried out legal provisions, fixing:
- Rules for documenting information.
- Ownership of documents and their arrays, including in information systems.
- Category of data according to the level of access to them.
- The procedure for ensuring the protection of information.
Information resources are created by government agencies of any level, business entities, public associations, institutions, individuals. Each subject forms this or that resource for its own purposes and uses documented information. it can be industrial, managerial, educational, scientific purposes.
Information resources differ significantly from each other in terms of volume. Some are represented by several reference books, others - by large library collections. In addition, there is a classification according to the method of organization and the order in which data is provided.
State information resources
The Russian Federation, regions and municipalities are the owners of the documented information. These information is accumulated, created, acquired mainly at the expense of budgetary funds.
State information resources are managed by state bodies and structures of territorial self-government within the framework of the powers granted to them.
The state has the right to use, redeem documented information. This the opportunity is realized in cases where information belonging to other entities (legal entities or citizens) is classified as a state secret, as well as in other cases provided for by law.
Legal copy as a type of documented information
Mandatory is called a copy of the duplicated document to be transferred by the manufacturer to the appropriate organization. The document in this case is recognized as a material carrier containing information. It can be presented in the form of text, soundtrack, illustration or a combination of them. A copy is a sample document identical to the original.
For this variety documented information legal regime is fixed in the Federal Law No. 77. Normative act determines the state policy on the creation of legal copies as a resource base for the acquisition of the national library fund and the development of the bibliography system. The Law provides for the rules for ensuring the safety of information carriers, the features of their public use.
Recipients
Legal copies are distributed among legal entities that have the right to store, receive, provide information for use free of charge or for a fee. The recipients are:
- Book Chamber, State, Scientific, Technical and National RAS, Siberian Branch of the RAS, Far Eastern Scientific Library. These institutions receive publications.
- Russian Library for the Blind. This institution receives publications for people with vision problems.
- Federal Institute of Industrial Property. This authority receives patent electronic documents.
- Parliamentary Library. It contains official documents.
- Federal Fund of State Standards, of the all-Russian classifier technical and economic data and regional / international rules, recommendations and standardization norms of foreign countries.
This is not the entire list of recipients. There are also special institutions that receive video and audio information, computer programs, etc. Scientific and technical centers have been created in the Russian Federation to store documents in electronic form. They receive information in directions that correspond to their specification.
All these organizations regularly publish information about the free legal deposit that they have received. The institutions form the national library fund documents.
Delivery of materials, their centralized distribution, notification of consumers is carried out within the time limits established by the legislation and regulations of the relevant organizations. Violation of the established requirements by the creators of documents entails administrative liability.
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Based on the documented information that comes to them.
The register contains lists of taxpayers, tax agents and individuals. Documented information about them goes to tax authorities from various state registration authorities, guardianship and guardianship authorities, notaries, other bodies and institutions.
Depending on the method of processing information, it is divided into documented and undocumented. Documented information includes all documents (including punched tapes, magnetic tapes, punched cards, magnetic disks) indicating business transactions. Documented information is based on operational, accounting, financial and statistical data. It is provided differentially depending on the level of management and the type of decisions being made, since for each level of management the composition and amount of necessary information are predetermined. Typically, providing management personnel with relevant information depends on the distribution of functions between performers. To this end, job descriptions are developed for each manager, which list the functions that he performs. On the basis of job descriptions, the amount of information that is necessary for the implementation of specific activities and the adoption of certain management decisions is determined.
Means of documenting information
The requisite serves to speed up the transfer of documented information via electronic communication channels and reduce the number of possible errors that occur during the transfer of data and hard-to-perceived names of organizations. The code is an element of the document's electronic identification.
The code of the organization - the author of the document (the author of the document - the individual or legal entity that created the document) serves to speed up the transfer of documented information via electronic communication channels and reduce the number of possible errors that occur when transferring long and hard-to-perceived names of organizations. The code is an element of the document's electronic identification.
The purpose of restricting access to information contained in a document is to protect proprietary or commercial documented information, the mishandling of which may cause damage to its owner, owner, user or other person. However, access to such information may be limited to its owner only on legal basis. Documented information with restricted access under the terms of its legal regime in accordance with the Federal Law on Information, Informatization and Information Protection is divided into information classified as state secrets and confidential.
DOCUMENTED INFORMATION (DOCUMENT) - information recorded on a material carrier
RESTRICTED ACCESS INFORMATION - documented information to which only specially authorized access is provided.
Data - documented information circulating in the process of its processing on electronic computers (Law of the Republic of Belarus On Informatization).
Documented information - information issued in in due course and fixed on a material carrier that ensures its transmission in time and space (STB 982-94).
Nevertheless, whether we are talking about a paper thing with a text fixed on it, or about electronic media of textual information that can be reproduced visually and materially, we have in a broad sense a document with information in the form of text. This circumstance received direct legislative confirmation in the Federal Law on Information, Informatization and Information Protection dated February 20, 1995, in Art. 2 of which it is written that documented information (document) is information recorded on a material carrier with details that allow it to be identified.
The Law defines its main concepts as follows - documented information and information resources
Documentation of information - a prerequisite for the inclusion of information in information resources - in accordance with the provisions of the law must be carried out in the manner established by public authorities responsible for organizing office work, document standardization, security Russian Federation.
Subjects representing in without fail documented information to public authorities and organizations, do not lose their rights to these documents and to use the information contained in them.
Documented information submitted without fail to public authorities and organizations by legal entities, regardless of their organizational and legal form and forms of ownership, as well as by citizens, forms information resources that are jointly owned by the state and the entities that provide this information.
Citizens, public authorities, local governments, organizations and public associations are required to submit documented information to the authorities and organizations responsible for the formation and use of state information resources.
Despite the fact that confidentiality is synonymous with secrecy, the term is widely used exclusively to refer to restricted information resources that are not classified as state secrets. Confidentiality reflects the restriction that the owner of information imposes on access to it by other persons, i.e. the owner establishes the legal regime of this information in accordance with the law. At the same time, constituent documents, charters of business structures, financial documentation, information on staff salaries and other documented information required by law enforcement and tax government agencies cannot be classified as confidential documents.
The workflow as an object of protection is an ordered set (network) of channels for the objective, authorized distribution of confidential documented information (documents) in the process of management and production activities of users (consumers) of this information. The main characteristic of the movement of information is technological complexity, i.e., the unification of tasks that provide management, office work and postal functions. The workflow reflects the entire life cycle of a document.
A secure workflow (document flow) is understood as a controlled movement of confidential documented information through regulated points for receiving, processing, reviewing, executing, using and storing under harsh conditions of organizational and technological security of both the information carrier and the information itself.
Specified technological system applies not only to management (business), but also to design, technological, scientific and technical and other similar documents, publications, regulatory materials stored in special libraries, information centers, departmental archives, documented information recorded on any type of information media.
The traditional office work) system is based on manual methods of working with documents and is the most versatile. It provides reliable and long-term protection of documented information in both normal and extreme situations. In this regard, the stages of a secure workflow in most cases are technologically implemented by methods and means of a traditional rather than an automated system for processing and storing confidential documents. The system equally effectively handles both traditional (paper) and machine-readable, facsimile and electronic documents. The complexity of many technical and formal-logical procedures and operations is usually reduced due to the inclusion of organizational and computer technology in the technological process.
All types of carriers of confidential documented information must be taken into account before drafting the draft, options and draft of the future document. In this case, the following information protection conditions are observed
The third specific feature is that not a single draft of a confidential document can be made on the basis of a draft and acquire the status of legally documented information without the sanction (written permission) of an authorized official of the company.
Clerical work - an activity covering the preparation of documents and the organization of work with them, a set of office operations performed by administrative and managerial personnel in the implementation of the functions assigned to him. Record keeping operations include methods of processing documented information, drawing up, receiving, transferring, registering, endorsement, signing, reproduction, execution, sending, control, storage, and destruction of documents.
Documented information is one of the forms
presentation of free information. Legal Definition
documented information is enshrined in Art. 2 Federal
law "On information, information technologies and protection
information." In accordance with the said article under
documented information is understood as fixed
on a tangible medium by documenting information
with requisites allowing to determine such information or
in cases established by the legislation of the Russian Federation, its material
carrier. A more detailed definition of a document is given
in Art. 1 of the Federal Law "On legal deposit
documents”, according to which a document is a material carrier with information recorded on it in the form of text, sound recording (phonogram), image or a combination of them, intended for transmission in time and space for public use and storage” 11 .
Three main features of the document follow from these definitions.
The first of them is the presence of a material carrier of information.
As such, in principle, any objects can be considered
material world, including things and physical fields in which
certain information is reflected. Same
information can be recorded on various material
carriers. The most widespread paper media,
documents containing information
in electronic digital form (electronic documents), video and sound recordings.
The second feature of documented information is
identification of the information recorded on the carrier. it
is achieved by adding to the content side
details of data, called details, which allow
set the source and destination of information, time
its documentation, and in some cases to ensure the protection of a particular document (electronic digital signature). Details must be recorded on the same material carrier as the identified information.
The third sign of documented information, which is not reflected in the above definitions, is the possibility of changing the forms of its consolidation. This feature is manifested in the fact that information fixed on a material carrier of one type can be simultaneously presented on other types of media without the threat of losing its content and details. Essentially, it is the ability to copy information.
The current information legislation, and above all
5.4. Mode/documented information Page 2 of 6
The Federal Law “On Information, Information Technologies and Information Protection”, which is the base for the sphere of information relations, defines the basic, mainly framework rules for documenting information.
According to Art. 11 of the said Law by the legislation of the Russian Federation or
requirements may be established by agreement of the parties
to documenting information. At the same time, in federal bodies
executive power information is documented
in the manner prescribed by the Government of the Russian Federation. Rules
office work and document flow, established by other government bodies, organs local government within their competence, must comply with the requirements established by the Government of the Russian Federation in terms of office work and document flow for federal executive authorities.
Currently General requirements to the operation of the services
documentation support for management, documentation
management activities and organization of work with documents
in federal executive bodies - ministries,
services and agencies installed standard instruction
on office work in federal executive bodies,
approved by the order of the Ministry of Culture and Mass
Communications of the Russian Federation dated November 8, 2005 No. 536. In addition, in the area
documenting information, GOST R 6.30-
97 " unified system documentation. Unified system of organizational and administrative documentation. Requirements for paperwork” and GOST R 51141-98 “Office work and archiving. Terms and Definitions".
The activities of any organization cannot be imagined without the collection, processing, accumulation, storage, search and dissemination of information. At the same time, information is increasingly taking on a fixed, documentary character. According to GOST R 51141-98 « document, documented information - this is information recorded on a material carrier with details that allow it to be identified.
The need to record information appeared among people in ancient times. If we consider this in historical aspect, then it is possible to trace how the ways of fixing information on a material carrier and, accordingly, the carriers themselves have changed. To fix and transmit information in time and space, various methods were used - from writing to printing, from lithography to audio recording, photocopying, film recording, microfilming, holography, laser and computer technology. This happened because the storage media changed - at first it was birch bark, papyrus, then paper, photographic films (photo paper), magnetic diskettes, laser disks, etc.
Recording information on various media established rules called documentation and is the process of creating and processing documents.
Documentation can be carried out in natural language (manuscript, typescript) or in artificial languages using appropriate media (magnetic tapes, disks, laser disks, floppy disks, etc.).
In many cases, documentation is mandatory, prescribed by laws and regulations. The Federal Law of the Russian Federation of February 20, 1995 No. 24-FZ "On Information and Information Protection" (as amended on January 10, 2003) establishes that information resources, i.e. documents and arrays of documents are objects of relations between individuals, legal entities, the state and are protected by law along with other resources. The law establishes the legal regime for the creation, storage and use of information resources, in particular: the procedure for documenting information; ownership of separate documents and individual arrays of documents, documents and arrays of documents in information systems; categories of information according to the level of access to it; order legal protection information.
This law (Article 5) also establishes that “documenting information is prerequisite inclusion of information in information resources. Documentation of information is carried out in the manner established by the state authorities responsible for organizing office work, standardizing documents and their arrays, and the security of the Russian Federation.
Documentation, i.e. the process of creating and processing a document can be carried out by both physical and legal entities who will act as the authors of the document. In this regard, it is customary to distinguish between a document of personal origin and an official document.
Document of personal origin - this is a document created by a person outside the sphere of his official activity or the performance of public duties.
Official document is a document created by a legal or individual drawn up and certified in the prescribed manner.
An official document has the property necessary for management activities - legal force, which means that the document can serve as a genuine proof of the information contained in it. Legal force official document implies its obligatory nature for those to whom it is addressed directly, or for all participants in managerial actions (management bodies, their structural divisions, public organizations, officials and citizens) who are guided by the document and base their activities on it.
According to GOST R 51141-98 « the legal force of a document is a property of an official document that is communicated to it current legislation, the competence of the body that issued it and established order design".
Documents act as an indispensable element of management activity, being both a means of labor and its result. Documents occupy such a place due to their multifunctionality, i.e. availability of various functions.
Documents can perform the following functions, which can be conditionally divided into three blocks:
- informative functions (informational, social, political and communicative);
- Functions that provide the control process ( managerial, legal, accounting);
- Functions of a cultural and historical nature ( cultural, function of a historical source).
Information function is due to the fact that information is materialized in the document and it is inherent in all documents without exception, regardless of the method of their manufacture and the information carrier, since the need to record information is the reason for the appearance of any document.
So, the fixation and transmission of information in time and space, and, consequently, the preservation of the recorded information, the possibility of its use (accessibility) constitute the main content of the information function.
The information capacity of a document is determined by such indicators as completeness, optimality and relevance of information.
The most important information that the document contains is social, i.e. information about the processes taking place in society. This allows you to highlight social function document as his independent function. Such sciences as history, source study, etc. are based on the study of social information.
In principle, each document can perform a social function, since it arises due to a certain social need. However, the meaning of a particular document that performs a social function may be different. Administrative documents(government decrees, for example) are more important than a certificate of employment issued to a citizen.
State standards for paperwork also perform a social function, as they are focused on the use of certain document processing tools that indicate a certain level technical development achieved by the country (industry). Documents can not only reflect the processes taking place in society, but also influence social development.
The social function of the document can also be manifested in the characteristics of the individual in its social aspects, i.e. in reflecting the activity, place, role of a particular person in a particular social structure.
political function document is closely related to social function. Thus, the first Decrees of the Soviet power performed not only a social, but also a political function, as they influenced both political and social processes. Documents, fixing and storing information about the political process, i.e. about internal and foreign policy state, on the activities political parties, opposition, leaders, perform their political function.
Communicative function document consists in the transmission of information in time and space. It can also be considered as a particular information case, since its content is the organization and maintenance of information communication between individuals in society, between various elements of the social structure. With the help of this function of the document, there is an exchange of ideas, information, emotions, and this exchange can be one-sided, bilateral, multilateral.
One way exchange can occur with the help of documents oriented in one direction - from top to bottom (from the legislator to the executor).
Bilateral exchange occurs with the help of documents that are closely related to each other (contractual documents, official correspondence, etc.).
Multilateral exchange information occurs with the help of documents designed to inform the entire society (declarations, codes, laws, etc.).
At present, the communicative capabilities of the document have increased dramatically, as the speed of information transfer and the range of its users using the Internet, E-mail (e-mail), etc. have sharply increased. In the future, the role of the communicative function will only increase, as the volume of information increases annually, the number of users, the technology of document management is changing.
AT managerial function the document acts as a means of management activity. This function is performed by documents created for the purposes of management and in the process of its implementation, to ensure the decision-making process. Documents that have a managerial function are the main source of information, play an important role in information support management. With their help, primary data is collected, information about the actual state of affairs. Then these data are subjected to systematization and generalization, which is implemented in various summaries, references, and reports. The result is documents containing an analysis and assessment of the state of affairs, options for possible solutions. Management documents in a specific form reflect the stages, links and cycles of management and themselves have an impact on the sphere of management.
AT legal function the document acts as a regulator of various aspects of the activities of society, state, institution, enterprise, organization. The legal function of the document is expressed in the fixation, consolidation and application of legal norms and legal relations.
There are two groups of documents legal function:
- who originally possessed it;
- · acquiring it on time.
The first group can include documents that establish, fix, change legal regulations and legal relations or terminating them, as well as documents entailing legal consequences. It's all legal acts public authorities (laws, decrees, resolutions, etc.); judicial, prosecutorial, notarial and arbitration acts management issued by institutions, organizations, enterprises and entailing certain legal consequences (orders, orders, regulations, charters, instructions, rules, etc.).
The second group includes documents that can be presented as evidence in court, investigating authorities, prosecutors, notaries, arbitration and government bodies. For example, based on the minutes of the meeting attestation commission an order is issued to approve the wage category according to the Unified Tariff Scale (ETC) for an employee. Due to certain circumstances, a document can be evidence, i.e. temporarily have a legal function.
Accounting function document characterizes, first of all, the quantitative side of the information contained in the document. With the help of accounting information presented in a formalized digital expression, all phenomena are systematized and reflected. economic activity state, its authorities and administrations. Documents that have an accounting function, as a rule, have unified forms, approved by state bodies, in which a certain structure for presenting information has been developed in advance.
cultural function document manifests itself in the case when the document acts as a means of consolidating and transmitting cultural traditions, cultural heritage. Documents reflect information about knowledge, traditions, customs, rituals, skills, moral norms, mentality (way of thinking), value orientations, etc. In this sense, a document can be defined as a cultural pattern that captures information.
The cultural function of a document is best performed by a set of documents that characterize a certain area of activity (technology, science, painting, etc.). Analyzing such a set of documents, one can trace the specifics of scientific and artistic creativity, moral and aesthetic principles at a certain stage, the development and change of traditions, customs, norms of behavior, etc.
Historical source function, this function of the document is studied by such sciences as source studies and diplomacy, which study the document through the analysis of its form and content, origin, authorship, language, material on which the document is made. The quality of a document for historical science will be determined by the accuracy, specificity, novelty and completeness of the information, as well as the legal, political and cultural significance of the document.
The document combines several functions at once, which are interconnected, but the role of each of them is different.
AT management documents the administrative function prevails, but at the same time, these documents also perform other functions of informational, legal, communicative and social, historical source. The role of the document's functions may change over time, when the information contained in it loses its efficiency and relevance and turns into retrospective, and the effectiveness, normative and regulatory significance are lost. There is a kind of displacement of some functions by others.
Functions bearing operational nature, the duration of which is limited (political, communicative, managerial, legal, accounting), are replaced by functions of a permanent nature (informational, cultural, social, historical source).
test questions
- 1. How normative document Are the main terms in the field of office work regulated?
- 2. What does the concept of "document" include?
- 3. What ways of documentation do you know?
- 4. What is the difference between a document of personal origin and an official document?
- 5. What determines the legal force of an official document?
- 6. What is meant by the multifunctionality of a document?
- 7. Name the main blocks of document functions. What characterizes each block of functions?