Reference information work with documents consists in. Organization of information and reference work on the documents of the organization

Kuznetsova T.V., Sankina L.V., Bykova T.A. et al. Paperwork (Organization and technology of documentary support for management): Textbook for universities
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Kuznetsova T.V. (ed.), Sankina L.V., Bykova T.A. etc. Office work. Organization and technology of documentation support for management (Document)
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11. Information and reference work on documents

One of the main goals of registration is to create a database of documents of the institution. On its basis, the clerical service is obliged to answer two types of questions in a few minutes:

Who, where, at what stage of work is any document;

In which documents can you find information on a specific issue.

To answer such questions, the information retrieval system should cover the entire array of documents of the institution.

Possession of the entire set of information and documentation resources is the most important task of the office work service. And first of all, to perform this particular task, all data on documents are recorded in the registration forms.

Information and reference work, as well as the registration system itself, can be carried out both in the traditional form with the help of reference files, and in an automated mode.

The reference file consists of registration cards. For a file cabinet, you need a long box or several boxes, since the cards, unlike the term control file cabinet, will be accumulated throughout the year.

The separators in the reference file are usually the names structural divisions(if any) or activities in the institution. Within these sections it is more convenient to place cards in alphabetical order of correspondents or questions of activity (goods, products, etc.). Separately, a file is kept for citizens' appeals (proposals, statements, complaints). It is built alphabetically by the names of the authors of the appeals. It is also desirable to have a separate card index for legislative, regulatory and administrative documents, which is formed according to the thematic principle. Often, separate filing cabinets are kept for completed and non-executed documents.

The number of files is not limited. They can be built according to any indicator entered in the registration card. With a mixed form of organization of office work, file cabinets can be maintained in the office and in departments. In operational work there are file cabinets for the current and past years. General term storage cards - three years. In the file cabinet of legislative and regulatory administrative documents cards stand until the documents are replaced with new ones.

In general, prior to implementation computer technology in the field of management, information and reference work on the documents of the organization was a weak area of work of office services.

The possibilities of information and reference services have been significantly expanded with the introduction of an automated registration system.

Modern systems database management tools allow you to reference any combination of data included in a document's registration card.

Help can be issued:

By specific document: where is; preparation stage; execution result; storage.

By topic (content): specific document; group of documents.

By region: country; areas; city;

To search for a document or a group of documents, the following details can be specified:

incoming, outgoing, internal documents(the search can be conducted both separately for each category, and for all three groups of documents);

Type of document (letter, order, contract, etc.);

Approximate chronological scope of the search (by date of receipt or for internal - signing of the document, from and to);

The region in which the search is conducted (country, region);

Organization (correspondent / addressee);

When searching for information on a specific document, the document number can be directly specified.

The search for documents can be performed on unexecuted documents, executed documents (having a date of execution and a mark of placement in the file), on the entire operational database (documents of the current business year), and, if necessary, on the archive database (documents of previous years).

When issuing information on a specific document, the registration form is displayed on the screen and, if necessary, printed. When searching for a group of documents, the search results are displayed and printed in tabular form.

The result of the search for an unexecuted document is information about which contractor the document is in this moment. If the document has already been executed, then the screen displays information in which case this document is located.

Significantly expand the possibilities of searching full-text databases on the documents of the institution. This form of work with electronic copies documents have become more and more popular in recent years. In this case, a file with the text of the document itself is automatically attached to the registration card for the document (incoming - received by e-mail, fax or entered by scanning and subsequent recognition paper document, outgoing or internal - prepared with a text editor, spreadsheet, etc.).

Such full-text systems allow you to search not only by the details entered in the document card, but also by the content of the document, i.e. search for documents in the text of which there are certain words or phrases. For example, if we want to find documents related to the purchase of paper from the Voskhod company, then we search for the words “paper” and “Voskhod”.

Computer technologies have made it possible to reduce the time of searching for the necessary information on documents and the documents themselves many times over, which significantly affected the quality of the accepted documents. management decisions and the text of the created documents.

test questions

1. What is the importance of information and reference work in the organization of documentation support for management activities?

2. How is information and reference work related to the registration of documents?

3. In what forms can information and reference work be organized in an institution?

4. Name the most typical types of requests for documents.

5. How is an information and reference card index built in the traditional form, its separators?

6. What is the advantage of conducting information and reference work in an automated mode?

7. What data about a document can be referenced in an automated mode?

12. Control over the execution of documents

12.1. Meaning and types of control

Task execution control is one of the management functions. The purpose of control is to ensure timely and high-quality execution of instructions and resolution of issues. It is possible to single out control on the merits of resolving the issue and control over the timing of the task.

substantive control- this is an assessment of how correctly, successfully, completely the issue is resolved. Control over the merits of the execution of the assignment, the resolution of the issue is carried out by the head (of an institution or department) or a specially authorized person. Responsibility for the correct and timely resolution of issues reflected in the documents lies with the heads of structural units and employees who are entrusted with the execution of the document. The contractor, as a rule, is indicated in the resolution of the head on the document or is determined in accordance with the distribution of responsibilities in the organization (firm). If several executors are indicated in the resolution of the head, the person named first in the resolution is responsible for the execution of the document and, accordingly, organizes its execution.

Control over the deadlines for the execution of documents the service of documentary support of management is in charge, and in a small firm - the secretary. AT State system documentary support of management states that “Execution control includes putting under control, checking the timely delivery of the document to the contractor, preliminary checking and regulating the progress of execution, accounting and summarizing the results of monitoring the execution of documents, informing the manager. The organization of execution control should ensure the timely and high-quality execution of documents. ”*

* State management documentation system. Basic provisions. General requirements to documents and documentation support services. - M., 1991, pp. 47-48.
The technology for monitoring the timing of the execution of documents can be divided into the following procedures:

Fixation of all documents, instructions, instructions, assignments of the management put under control (carried out during the registration process);

Checking the timely delivery of the document to the contractor;

Correction of data on controlled documents when changing the deadlines for execution, transferring a document from contractor to contractor, from division to division (filling in the "Progress of execution" section);

Reminder to executors and heads of departments about the presence of unfulfilled documents and instructions;

Informing managers (divisions and organizations) about the status and progress of the execution of documents;

Entering data on the execution of documents;

Analysis of the state of affairs and the level of executive discipline in the organization as a whole, by structural divisions, specialists, types of documents and other aspects.

Taking into account the fact that the performance discipline in our country is not yet at the proper level, all documents requiring a managerial decision or the performance of any actions, the preparation of a response or other document, must be put under control. For administrative documents, for example, orders, the subject of control are the decisions contained in it. Accordingly, each item, each task or instruction contained in the administrative document is put under control.

Deadlines for the execution of documents can be determined by law, for example, for the execution of citizens' appeals.

In documents received from higher organizations and containing some kind of assignment, the deadline is usually indicated. In administrative documents and decisions of collegiate bodies, the deadline is indicated for each item. On the documents reviewed by the head, the deadline for their execution is contained in the resolution. To resolve recurring issues in the institution, standard deadlines for the execution of such documents should be established and reflected in the instructions.

The appendix to the "State Documentation Management System" provides a list of typical deadlines for the execution of documents that must be used when compiling instructions for the office work of a particular institution.

For documents containing a complex task, you can set long terms performance (several months, six months, a year). In this case, it is necessary to divide the order into stages and control the execution of the task in stages.

In term control, current control, preventive and final control can be distinguished.

The main types of control are current and preventive control.

Under current control understand the daily preparation of information about documents, the deadline for which expires today. Current control is carried out by daily checking the progress of the document and reminding the contractor about the expiration of the deadline and the need to complete the work on the document. Responsible for monitoring execution (in a small firm - the secretary) daily, as a rule, at the beginning of the working day, identify and compile a list of documents that expire today.

Current control helps to plan the work for the day. It immediately shows what matters must be completed today (resolving an issue at a meeting, signing a document, sending a fax, etc.). Therefore, control over the timing of the execution of documents is a function that is necessarily provided for in job description head secretary. Every day, identifying documents that are due to expire, the secretary finds out the possibility of timely resolution of the issue, and in case of failure to meet deadlines, he reports to the manager about this.

During precautionary control, summaries are compiled and executors are warned on documents whose deadline for execution expires in 2-3 days. The employee still has time to resolve the issue.

The form of control is very important. Only the orientation of control to help employees in organizing their work, and not to identify shortcomings, the desire to help, remind, and not convict, can ensure the greatest efficiency of the control service.

A systematic check of execution, skillfully and correctly carried out by an employee who tactfully reminds that the document is needed on time, that the prosperity of the company depends on the timely resolution of the issue, etc., emphasizes the need for this employee and his work. In addition, the deadline card index helps in planning the manager's working day, since it reflects all the activities and tasks for a given date.

If, upon receipt of the document, or during the execution of the document by the contractor, it turns out that it is impossible to execute it in a timely manner, this is reported to the head of the unit (the head whose resolution is on the document or who gave the task to the contractor), who has the right to postpone the execution of the document. If the head extends the deadline, the secretary, in accordance with his instructions, enters into the registration card new term execution.

The question of postponing the execution of the document must be raised no later than one day before the expiration of the key date. Postponement of the due date is not allowed and, as a rule, is impossible in principle in automated systems.

For documents with a long (several months) execution period, for example, contracts, intermediate stages of execution can be controlled with the entry of information about the execution progress in the “Execution progress” field of the document registration card.

Often the solution of the issue requires consistent work on the document by several performers or coordination of the document with several departments. For example, a draft contract must be coordinated with the legal service, accounting department, etc. In these cases, the duration of the document at each performer should be controlled. When transferring a document, the fact of transfer must be recorded. Usually registration is carried out by the secretary of the unit transferring the document. The movement of the document and the dates of its transfer are reflected in the section of the registration card “Document Movement”.

When documents appear with expired execution, their list is printed out on the same day and reported to the head.

If the right to. registration of documents can be provided to a wide range of employees, then changes to the registration card, as a rule, are carried out only by one responsible employee, secretary-referent or head of the office.

Removing a document from control is carried out only after the complete execution of the document: the implementation of the resolution of the head, the preparation of a response document, the receipt of a response to outgoing document and other documented confirmation of the fact of execution. The result of the execution of the document must be recorded in the registration card. For example: an invitation was sent, a contract was signed, a letter was sent with a product specification, etc.

The registration card also contains information about the date of execution of the document and indicates the number of the case according to the nomenclature in which the executed document is filed.

To final control includes analytical work to summarize the performance discipline and the results of the work of employees of a unit or organization as a whole. The final control is carried out by employees (service) responsible for monitoring the execution, or by the secretary of the company at a specified frequency (weekly, monthly, quarterly). In fact, it is an analytical generalization of the workflow, executive discipline in the organization (firm) and its structural divisions, gives an idea of the work of the organization as a whole. The results of subsequent control are reflected in the final quantitative and list summaries of the status of the execution of tasks, i.e. controlled documents. The final control, in combination with preventive control, is a means of ensuring the solution of production and commercial problems and, at the same time, a stimulating factor in improving the discipline of employees.

The form of control is the periodic compilation of summary reports on the documents of the organization (firm). This allows management to know what this or that employee (department) is doing and how things are going in a particular area of activity (solving a particular issue).

Control Report Form

Such a table is the basis for the final control.

One of the main goals of registration is to create a database of documents of the institution. On its basis, the clerical service is obliged to answer two types of questions in a few minutes:

Who, where, at what stage of work is any document;

In which documents can you find information on a specific issue.

To answer such questions, the information retrieval system must cover the entire array of documents of the institution.

Possession of the entire set of information and documentation resources is the most important task of the office management service. And first of all, to perform this particular task, all data on documents are recorded in the registration forms.

Information and reference work, as well as the registration system itself, can be carried out both in the traditional form with the help of reference files, and in an automated mode.

The reference file consists of registration cards. A long box or several boxes are needed for a file cabinet, since cards, unlike a time-based control file, will be accumulated throughout the year.

The separators in the reference file are usually the names of structural divisions (if any) or areas of activity in the institution. Within these sections it is more convenient to place cards in alphabetical order of correspondents or questions of activity (goods, products, etc.). Separately, a file is kept for citizens' appeals (proposals, statements, complaints). It is built alphabetically by the names of the authors of the appeals. It is also desirable to have a separate card file for legislative and regulatory documents, which is formed according to the thematic principle. Often, separate filing cabinets are kept for completed and non-executed documents.

The number of files is not limited. They can be built according to any indicator entered in the registration card. With a mixed form of organization of office work, file cabinets can be maintained in the office and in departments. In operational work there are file cabinets for the current and past years. The total period of storage of cards is three years. In the card file of legislative, regulatory and administrative documents, cards stand until the documents are replaced with new ones.

In general, before the introduction of computer technologies in the field of management, information and reference work on the documents of the organization was a weak area of work of office services.

The possibilities of information and reference services have been significantly expanded with the introduction of an automated registration system.

Modern database management systems allow you to look up any combination of data included in a document's registration card.

Help can be issued:

According to a specific document: where is located; preparation stage; execution result; storage.

By topic (content): specific document; group of documents.

By region: country; areas; city;

To search for a document or a group of documents, the following details can be specified:

Incoming, outgoing, internal documents (search can be carried out both separately for each category, and for all three groups of documents);

Type of document (letter, order, contract, etc.);

Approximate chronological scope of the search (by date of receipt or for internal - signing of the document, from and to);

The region in which the search is conducted (country, region);

Organization (correspondent / addressee);

When searching for information on a specific document, the document number can be directly specified.

The search for documents can be performed on unexecuted documents, executed documents (having a date of execution and a mark of placement in the case), on the entire operational database (documents of the current business year), and, if necessary, on the archive database (documents of previous years).

The result of the search for an unexecuted document is information about which executor has the document at the moment. If the document has already been executed, then the screen displays information in which case this document is located.

Significantly expand the possibilities of searching full-text databases on the documents of the institution. This form of work with electronic copies of documents has recently become more widespread. In this case, a file with the text of the document itself is automatically attached to the registration card for the document (incoming - received by e-mail, fax or entered by scanning and subsequent recognition of a paper document, outgoing or internal - prepared using a text editor, spreadsheet, etc. .).

Computer technologies have made it possible to reduce the time of searching for the necessary information on documents and the documents themselves many times over, which significantly affected the quality of management decisions made and the text of the documents created.

One of the main goals of registration is to create a database of organization documents. The document management service (or secretary in a small organization) on the basis of this database is required to answer two types of questions:

Who, where, at what stage of work is any document;

In what documents can you find information on a particular issue.

Possession of the entire set of information and documentation resources is the main task of the DOW service. And, first of all, to perform this particular task, all data about documents are recorded in the registration forms. Information and reference work, as well as the registration system itself, can be carried out both in the traditional form (mainly with the help of a file cabinet) and in an automated mode.

The reference file is built from registration cards. The separators in the reference file are the names of structural divisions or activities of the organization. Within these sections, it is most convenient to place cards in alphabetical order of correspondents or issues of activity (goods, products, etc.). At the time of registration of the document, two cards are drawn up: one is placed in the time control file, the other in the reference file. After the execution of the document, the card from the term card index, as more complete and having all the marks on the solution of the issue raised in the document, is transferred to the reference card index, and a similar card from the reference card index is destroyed or used when creating an additional reference card index to search for documents by another search attribute.

Speaking about the information and reference work on the documents of the organization, it should be noted that one of the main advantages of using automated systems for document management, in comparison with traditional technologies, is to reduce the time spent searching for documents and compiling summaries and reports, as well as increasing the efficiency of search and the quality of summaries and reports.

Using an automated system of document management management, you can quickly search for a document or documents both by the value and combination of any details of the registration and control card, and by the texts of the documents (files) themselves.

The use of an automated system of documentation support for management takes information and reference work to a new level. Access to the system from the workplaces of all employees working with documents, and not just the document management services, as well as the ability to quickly search for any documents, both current office work and for past years, can significantly improve the quality of document preparation, eliminate the re-compilation of similar documents or preparation of conflicting documents by different employees or departments and, ultimately, leads to a significant increase in the efficiency of the management apparatus as a whole.

The DOE service of the organization should be ready to promptly answer any question about the information contained in the documents, about what is happening (happened) with the document in the organization.

In order to ensure a quick search for information, the issuance of certificates on documents, various kinds of information and reference systems are created in organizations. The basis for building any information and reference system is the accounting and registration of documents. Information and reference work is organized, as a rule, in the same form as registration. If the registration of documents was carried out with the help of the RSC and the registration file, then information and reference work is organized using reference files. The number of reference files, the features used in their formation depend on many factors: the volume of document circulation, the subject matter of the organization's activities and, accordingly, the nature of incoming certificates, the presence of a network of subordinate organizations or permanent correspondents, the adopted office work system, etc. Most often, organizations use reference files, built according to the following criteria:

· according to correspondent - headings are the names of regular correspondents;
· by geographic - headings are the names of the region, city, deposit, etc.;
· subject matter (thematic, production-industry) - headings are the names of managerial functions and areas (issues) of the activity of this organization;
· structural - the headings are the names of the structural divisions of the organization;
· at nominal - headings are the names of types of documents;
· alphabetically - headings are letters of the Russian alphabet.

Correspondent and geographical signs of building a reference file are used if the organization has a large subordinate network of subordinate organizations or it is in correspondence with a significant number of permanent correspondents.

The subject-question attribute (thematic, sectoral) is also used in the construction of codification thematic file cabinets (databases on regulations). For each individual question contained in the text of the normative act, a thematic card is drawn up, therefore, for one normative act Several thematic cards have been compiled. The thematic codification file is not maintained in the service of the preschool educational institution, but in legal service organizations. It is ongoing, and all changes made to the normative act on this issue are entered into the database (recorded on the back of the card). Old records are not destroyed. The cards are in the codification file until the normative act is replaced by a new one.

The structural feature of building a reference file is used when there is no (or not developed) thematic file. To some extent, the reference file, built on a structural basis, duplicates thematic file, only without the degree of detail that is inherent in the thematic file cabinet.

The nominal sign of building a reference file is used to create an information and reference array for documents that were registered within the same type. These are, as a rule, internal documents of the organization itself and administrative documents of other organizations.

The alphabetic sign of building a reference file is widely used in organizing office work on citizens' appeals. The letter of the Russian alphabet, being a rubric of such a card index, represents the first letter of the surname of the author of the complaint (statement, proposal).

Reference files can be divided into two identical parts. The headings will be the same in both the first and second parts, but in the first part the RRC will be set for unexecuted documents, and in the second part - RRC for executed documents, which, after the execution of the document, are removed from the first part and rearranged in the second part. It also speeds up the issuance of help documents. Within each rubric, RSCs are set, as a rule, in chronological order. Moreover, for convenience, the reverse chronological order is used in the work, i.e. when you open a rubric, the first one will always be the RKK for the last received document.

The number of reference files, their placement in the service of the preschool educational institution and structural divisions depend on the office work system used in the organization, the nature of the certificates and other factors. However, the technology of working with file cabinets according to the traditional system in manual mode is standard.

After filling out the RKK (in 5 copies), they are distributed as follows:

The 1st and 2nd copies of the RKK together with the document are sent to the contractor, then the 1st copy with the contractor's signature on receipt is returned to the accounting and registration unit preschool services and is installed in the registration file, the headings of which are the names of the months of the year. Inside the RKK are placed according to the dates of receipt and serial numbers. This card index is sometimes called chronological, it is the main (insurance) one, and all notes on the movement of the document are entered into this copy of the RKK.
The 2nd copy of the RKK remains in the structural unit and is installed in the file cabinet of the structural unit of the organization.
The 3rd copy of the RKK is transferred to the control service (if the document is subject to execution control) and is installed in the control and deadline card file according to the deadline.
The 4th and 5th copies of the RKK are installed in the reference files of the accounting and registration service unit of the preschool educational institution, which are built according to the selected criteria.

All file cabinets are stored at the place of their formation after the end of the business year for another 1-2 years. Archival storage period of RSC according to the List standard documents, formed in the activities of state committees, ministries, departments and other institutions, organizations, enterprises, indicating the periods of storage - 3 years, after which some of them can be destroyed, and some (RKK for administrative documents) can be transferred to a departmental archive for replenishment of the scientific reference apparatus there.

If registration in the organization is carried out in an automated mode, then the possibilities of information and reference work are significantly expanded and the speed of its implementation increases. An automated information retrieval array is maintained in accordance with the procedure used in the places of registration of documents software, a single form of the RKK, in which the composition of indicators entered into the IRS is normatively fixed. The GSDOU also provides rules for filling in these indicators to ensure their unambiguous interpretation.

Modern database management systems allow you to quickly issue certificates on any of the RCM indicators or on a combination of them. The search for information can be carried out both according to the documents of the current business year, and according to the archive database formed according to the documents of previous years. Reference information can be displayed on the screen, can be printed out in the form of RSC. If the search is carried out by a group of documents, then printing can be done in tabular form.

test questions

1. For what purpose is an information and reference system created in the organization?
2. How is the IPS built if the registration of the document is by the power of the RSC?
3. What signs can be used for filing cabinets?
4. What are the headings of reference files?
5. What is the technology of working with file cabinets according to the traditional system in manual mode?
6. How is reference work organized in an automated mode using a PC?

25 ..

6.6 INFORMATION AND REFERENCE WORK

One of the main goals of registration is to create a database of documents of the institution. The record keeping service and the assistant secretary (in a small company) on the basis of this data bank are required to answer two types of questions in a few minutes:
- who, where, at what stage of work is any document and
- in which documents you can find information on a specific issue.
Possession of the entire set of information and documentation resources is the main task of the office work service. And first of all, to perform this particular task, all data on documents are recorded in the registration forms.
Information and reference work, as well as the registration system itself, can be carried out both in the traditional form with the help of reference files, and in an automated mode.
The reference file is built from registration cards. A long box or several boxes are needed for a file cabinet, since cards, unlike a time-based control file, will be accumulated throughout the year.
The separators in the reference file will be the names of structural divisions (if any) or areas of activity in the institution. Within these sections, it is most convenient to place cards in alphabetical order of correspondents or issues of activity (goods, products, etc.). Separately, a file is kept for citizens' appeals (proposals, statements, complaints). It is also good to have a separate card index for legislative and regulatory documents, which is built according to the thematic principle.
At the time of registration, as already mentioned above, two cards must be drawn up: one is placed in the time control file, the other in the reference file. This has to be done because a request for a document can be received when it is still in progress and it will not be possible to quickly check the term file. Such a request in the prescribed 3 minutes can only be performed using a reference file. Therefore, while the document is in operation, there are two cards for it - in the term and reference file cabinets.
After the execution of the document, the card from the term card index, as more complete and having all the marks on the resolution of the issue raised in the document, is transferred to the reference file cabinet, and a similar card from the reference file cabinet is removed and destroyed or used to create an additional reference card file to search for documents by another search feature (for example, if the main card index is built on a thematic basis, then additional cards can be arranged alphabetically by correspondents).
In operational work there are file cabinets for the current and past year. The total period of storage of cards is 3 years. In the card file of legislative, regulatory and administrative documents, cards stand until the documents are replaced with new ones.
The possibilities of information and reference services have been significantly expanded with the introduction of an automated registration system.
Modern database management systems allow you to look up any combination of data included in a document's registration card.
Help can be issued:
- According to a specific document: where is it located; preparation stage; execution result; storage.
- By topic (content): specific document; group of documents.
- By correspondent/author: specific document; all documents of the author; all documents of the author on a particular issue; all documents of the author for the specified period.
- By region: country; areas; city. To search for a document or a group of documents, the following details can be specified:
- incoming, outgoing, internal documents (search can be carried out both separately for each category, and for all three groups of documents);
- type of document (letter, order, contract, etc.);
- approximate chronological scope of the search (by date of receipt or for internal - signing of the document, from and to);
- the region in which the search is conducted (country, region);
- organization (correspondent/addressee);
- content (topic).
When searching for information on a specific document, the document number can be directly specified.
The search for documents can be performed on unexecuted documents, executed documents (having a date of execution and a mark of placement in the case), on the entire operational database (documents of the current business year), and, if necessary, on the archive database (documents of previous years).
When issuing information on a specific document, the registration form is displayed on the screen and, if necessary, printed. When searching for a group of documents, the search results are displayed and printed in tabular form.
In the case of searching for an unexecuted document, the result of the search is information about which contractor the document is currently in. If the document has already been executed, then the information about the case in which the document is located is displayed on the screen. *
____________________________________________________
* Kuznetsov S.L. Automated execution control - important condition office success. - "Secretary business", 1997, No. 1, p. 80. For more details, see the book: Kuznetsov S.L. Computerization of office work. - M.: CJSC Business School "Intel-sintez", 1997.

6.7 SENDING DOCUMENTS

Processing and sending outgoing documents, as well as receiving and processing incoming documents, are carried out centrally either by the secretary or in the expedition (forwarder).
Having received the document for sending, first of all, check the correctness of its execution:
- the presence of a signature;
- the presence of a date (if it is not on the sent document, it is affixed);
- the presence of a title;
- correct addressing;
- if the document is intended for a one-time correspondent, the presence of an address;
- the presence of all pages in the document and all specified applications.
These design elements are required when sending a document both by mail and by fax. If the document is drawn up incorrectly or is not presented in a complete set, it is returned to the contractor for revision.
When sending a document by mail, it is converted. Documents sent to one address are enclosed together in one envelope. Envelopes are addressed and marked. Envelopes for regular correspondents are prepared in advance. All processing of documents intended for postal processing is carried out in strict accordance with the requirements of the Postal Rules.
However, in last years With the development of the transfer of documents via telephone communication channels (fax, e-mail), the amount of correspondence sent by traditional postal items is constantly decreasing.
Sending documents using e-mail significantly reduces the time for information transfer and increases the reliability of delivery.
At the same time, we should not forget that the transmission of documents by e-mail raises the problem of verifying the authenticity of the signature (authorization of the document), that is, the use of a special "electronic signature" program and the conclusion of a special agreement on authorization with each correspondent.