NON-STATE EDUCATIONAL INSTITUTION
HIGHER PROFESSIONAL EDUCATION
KUZBAS INSTITUTE OF ECONOMICS AND LAW
FACULTY OF LAW
CHAIR OF HUMANITARIAN DISCIPLINES
Test
By discipline: "Documentation of management activities"
On the topic "Organization of office work in the bodies state power and local self-government"
Completed by: student of group 303
Panshina E.Yu.
Checked:
Kemerovo, 2010
Introduction……………………………………………………………………..….3
1. Document flow as the basis of the activities of the authority…………...….5
2. The Russian model of office work in public authorities and local self-government…………………………………………………….…..7
3. Choice of approach to workflow automation………………………10
4. Systems organizing electronic document management…………….…..12
5. Workflow of official documents…………………………..…..14
6. Automation of the exchange of documents between authorities………...…18
7. EDD systems for authorities of different levels………………………...20
8. Decision for local government…………………………....21
Conclusion…………………………………………………………………...…23
List of used literature…………………………………………..25
Introduction.
The need to automate office processes and organize electronic document management is recognized today by state authorities and local governments in almost all subjects Russian Federation. But along with the understanding of such a need, a number of questions arise, without receiving answers to which it is impossible to proceed to the practical implementation of projects.
Where should you start implementing the system? How to break the whole project into stages so that the effect of the implementation is obvious after the first stage, and grows with each subsequent stage? Which of the available technical means upgrade first, what can wait? What financial resources should be provided in the budget, broken down by years, based on the realities of a particular region?
In fact, all these issues relate to the construction of a competent plan for the implementation of the project for several years ahead, taking into account the planned financing, production needs, technical equipment and the planned modernization of the technical park.
The work of engineers, designers, production managers
A lot of time is devoted to the study, analysis and compilation of various
Documentation. Especially great difficulties arise, as a rule, when
Development of production documents, which is primarily due to the lack of special knowledge of the compilers. The elimination of unproductive time spent in the processes of compiling and using documents requires a reasonable combination of formalization and creativity, and this, according to the authors, requires, on the one hand,
Acquaintance of drafters of documents with the most general laws perception of documents, on the other hand, and this is the main task - the formulation and systematization of general rules and norms for the preparation of basic documents.
aim control work is the study theoretical foundations organization of office work in state authorities and local self-government.
According to the purpose of the control in the work, the following tasks:
Define the concept of workflow;
Consider the Russian model of office work in public authorities and local self-government;
Identify EDD systems for different levels of government;
Consider automating the exchange of documents between authorities.
1. Document flow as the basis of the activities of the authority.
office work in federal body The executive branch is carried out in accordance with the Rules for office work in federal executive bodies, approved by Decree of the Government of the Russian Federation of June 15, 2009 No. 477.1 On the basis of these Rules, the federal executive body, in agreement with the federal executive body in the field of archiving, issues instructions for office work. These Rules do not apply to the organization of work with documents containing state secrets.
Documents are drawn up on forms (standard sheets of A4 or A5 paper) or in the form of electronic documents and must have a set composition of details, their location and execution. Sample forms are approved by order of the head of the executive authority.
All documents are divided into incoming, outgoing and internal. Incoming documents undergo primary processing, registration, preliminary review, are transferred to the management for consideration, and then get to the performers. After execution, the documents are placed in files.
Each body forms its own documentary fund. The nomenclature of the body's files is coordinated with the expert and verification commission of the relevant federal state archive. Cases of permanent and temporary (over 10 years) storage are transferred to the archive. The Decree establishes the procedure for dealing with electronic documents.
The term "document flow" is currently used extremely widely and is found in the description of almost every information system. Workflow automation is implemented by many systems, and each of them claims to be an "integrated approach to workflow automation." At the same time, the variety of systems is the widest: from warehouse accounting systems to software for controlling technological processes.
In this paper, the terms "document flow", "office work", etc. considered exclusively in the context of organizing the work of public authorities and local self-government. Accordingly, the terms are interpreted exclusively with the use of national regulations as applied to the work of government bodies.
According to the definition (GOST R 51141–98), document flow is “the movement of documents in an organization from the moment they are created or received until the completion of execution or dispatch”, that is, the full life cycle of the entire set of documents in an organization before they are transferred to the archive or for destruction.
Office work, or “documentary management”, according to the same source, means “a branch of activity that provides documentation and organization of work with official documents". That is, office work is a set of organizational mechanisms for maintaining and controlling the workflow of official documents. However, in " Model Instruction on office work in the federal executive bodies” dated November 27, 2000, office work functions are no longer limited to regulating only official document flow. This allows us to assert that office automation systems should control not only the circulation of registered (official) documents, but also draft documents.
2. The Russian model of office work in public authorities and local self-government.
In Russia, on a nationwide scale, a unified technology for working with management documents has developed, the so-called state system documentation management support (GS DOW). Russian office work has no analogues in other countries either in terms of the detail of working out the technology for working with documents, or in terms of the scale of distribution. And if in the West the development of office automation stimulates the development of document management technologies, then in Russia, as a rule, we are talking on the automation of the traditionally established technology of office workflow.
What are the features of Russian model» office work? There are three most striking advantages: 2
Control over the document, starting from the moment of its receipt;
Centralization control functions;
Uniform norms of document circulation.
Unlike Western methods of working with documents, in Russian practice The document is put under control at the moment of its receipt by the authority. Internal or outgoing documents fall into the field of control immediately after the "birth" - that is, approval. At the same time, the relationship of documents is tracked - if one document appeared as a result of the implementation of a decision made on another document. All this makes it possible to track the path of any document received by a state authority and local self-government with a guarantee - after all, not a single registered document can disappear without a trace.
The maximum centralization of control over the document flow implies that the document must first be reported to the management, and only then, acquiring resolutions in accordance with the service hierarchy, it goes down to the direct executors.
Another important feature of the "Russian model" is the presence of uniform and detailed rules for working with management documents in organizations, regardless of their field of activity. All activities of clerical services - expeditions, offices, control groups - are regulated up to the rules for filling out registration journals, file cabinets and reporting forms.
In the conditions of the existence of such a detailed document flow regulation in the authorities, the introduction without adaptation of a fundamentally new technology of one or another foreign software is unrealistic. In this case, we can talk about the automation of traditional office work using modern information technologies.
Traditional paperwork involves the maintenance of many journals and / or filing cabinets that serve paper documents. And it is the maintenance of these file cabinets that is the primary object of office automation. At the same time, nothing prevents including in the automated system the possibility of linking the card with the electronic image of the document itself (text and even image, sound and video). Thus, technological conditions are created for the transition to electronic document management. The transition to electronic document management, in turn, creates the prerequisites for the formation of electronic archives with effective mechanisms for reference and analytical work on a variety of documents in various forms representation.
On the other hand, the use of a computer network creates conditions for the decentralization of the performance of various office functions while maintaining centralized control over document flow. It is possible, for example, to allow departments and even individual employees to independently register documents and at the same time centrally control their passage. Moreover, the presence of a network connecting territorially remote authorities allows for centralized control over document flow, which is impossible to implement within the framework of purely paper technology.
The Russian workflow model is not only fully compatible with modern approaches to management processes, but also significantly outperforms Western workflow models. After all, in the Russian model, the loss of documents can only occur due to a direct violation of office work instructions.
3. Choice of approach to workflow automation.
The need to automate the workflow of public authorities and local self-government is now obvious to everyone.
Office work using paper journals and file cabinets is incompatible with the requirements of improving the efficiency of the work of civil servants for several reasons.
Information about the documents and the progress of their execution is distributed according to the card file system of the organization and its structural divisions. Therefore, obtaining information about working with documents in an enterprise requires searching and processing data from heterogeneous and decentralized file cabinets.
File cabinets of documents are usually separated from performers. They contain incomplete and non-operational information about the status of documents.
Reproduction and movement of a large number of paper documents, maintaining numerous and duplicating each other magazines and file cabinets leads to large volumes unproductive labor costs.
However, cardinal, revolutionary approaches to the workflow of state authorities and local self-government are very dangerous. This can lead not only to a delay in implementation, but also to serious problems in management.
Microsoft together with partners offers two step-by-step software and methodological solutions in the field of organization of document flow of public authorities and local governments: 3
Automated office work for paper workflow;
Electronic document management and office work.
Such a phased approach will make it possible to gradually increase the efficiency of the work of the authority, eliminating the possibility of disorganization of its activities. Automated office work for paper workflow is in the short term the main approach to workflow automation in public authorities and local governments.
Documents processed by the authority, including those transmitted using computer technology, have two forms - traditionally paper and electronic. This symbiosis is the result of modern facilities preparation of documents imply an electronic form of document storage, and the regulatory framework and established rules of circulation - paper. Also the most important argument in favor of preserving paper media documents is an unsurpassed convenience of working with them. Rules and habits change much more slowly than the capabilities of modern information technology.
In public authorities and local self-government, apparently, for a long time when processing documents in in electronic format transactions that require the creation of their paper copies will be saved. As a rule, managers prefer to work with documents in paper form. In addition, while the exchange of official documents between authorities and their transfer to state archives also occurs in paper form.
Electronic document management and office work (EDD) is a technological answer to the modern requirements of the current political and economic situation for efficiency Russian authorities state power and local government. EDD is also supported by the experience of its implementation in Western government bodies, and examples of operation in large, progressive Russian commercial structures.
4. Systems that organize electronic document management.
As mentioned above, electronic document management is a set of new technologies for working with documents. The applied technologies allow organizing "seamless" interaction of systems providing various document processing operations. First of all, these technologies include:
Text recognition technologies that transform paper incoming documents into a fully electronic form of presentation;
Electronic analogue of a handwritten signature;
Means of data transmission;
Means of storing electronic information.
These technologies allow subsystems performing various functions to organically complement each other. Such interaction can dramatically increase the efficiency of civil servants when working with documents.
Electronic document management allows you to create a single information space in the authority, integrating all documentary systems into the information node. Integration is carried out without loss of quality of work with documents, while preserving traditions Russian office work. The basis of such integration is a reliable document storage and document management systems that interact with it. All processed documents are stored in a single repository, which allows for optimal search and selection of information when preparing materials. At the moment, in most authorities and local self-government, many operations are already performed using computer technology. The task of the automation system is to organize an effective teamwork over the texts of documents and provide each civil servant with a rich information space to ensure their activities.
5. Workflow of official documents.
The main goal in the development of electronic document management technologies was to achieve the maximum continuity of the rules and techniques of paper document management and journal-file office work, which makes it possible to ensure a painless transition from traditional to modern technologies.
The records management system processes documents stored in a single repository of documents of the authority. This allows you to include documents processed by official document management in a single information space of the authority.
The electronic document management technology is supported by the following functionality systems: 5
Registration in automated mode of incoming documents transmitted by e-mail or through the Internet portal, including those equipped with electronic digital signature(EDS) and cryptoprotection;
Scanning and recognition of paper documents using built-in OCR technology;
Attaching to the registration card (RC) an electronic image of the document in the form of a file (files) of any format;
Differentiation of access rights to attached files of an electronic image of a document;
Providing each official - a participant in the clerical process - with his own personal virtual office, which ensures that the official has access only to documents related to his competence;
Ensuring the process of approval (vising) of draft documents;
Full-text and attributive search of electronic documents, including remote full-text search;
Sending by e-mail or publication on the Internet portal of the authority of electronic outgoing documents (using any e-mail that supports MAPI), protected by EDS and encrypted using certified means;
Formation and execution of cases, i.e. grouping executed documents into cases in accordance with the nomenclature of cases and systematization of documents within the case;
Archival storage of electronic documents, affairs of the authority.
The main unit of accounting in the system is the RC of the document, the completeness of the details of which provides the possibility of generating statistical and analytical reports on various information slices, ease of search.
At the same time, the main set of details of the RK can be expanded with an arbitrary set of additional details, determined for each group of documents. According to the additional details of the Republic of Kazakhstan, it is possible, along with the main details, to search and select data when generating reports. Upon receipt of an electronic incoming document, its registration is carried out automatically. For the document received as a result of the exchange between the two EDD systems, most of the details of the RK are generated automatically. The electronic image of the document is attached to the AC. At the same time, the identity of the document provided with EDS and cryptoprotection is verified. If a incoming document arrives in paper form, the OCR package is called from the system environment, and upon receipt of its electronic image, it is returned to the office management system with simultaneous attachment of the document to the AC. The user of the system, who has attached the document file, sets the access rights to the file at the secrecy level, as well as protection (cancellation of protection) from editing.
If it is necessary to translate a relatively large volume of paper documents intended for execution and storage in electronic form, it is proposed to use the "Stream registration" option. In this case, after entering the registration data about the document in the Republic of Kazakhstan, the user of the automated workstation (AWS) of in-line registration prints on the first sheet of the barcode, which corresponds to the internal system number assigned by the system to the registered document. After that, the documents in random order from various stream registration workstations arrive at the scanning workstation equipped with a high-speed scanner. Scanned electronic images of documents enter the database and, thanks to the barcode extraction technology, are attached to the corresponding registration cards of documents.
After registration, the AC with the attached document is sent over the network to the official responsible for making a decision on the execution of the document, and then to the executors of the document in accordance with the details of the resolution. At the same time, each manager or executor is endowed with certain rights that make it possible to ensure the organization of work with documents as close as possible to traditional work at a table on which documents that are within the competence of only this employee and which are either waiting for the start of execution (in the Received folder), or accepted by the employee for execution (in the On execution folder), or transferred to subordinates with an indication of the deadline for execution (in the On control folder).
In the course of working with electronic documents, a combined full-text and attributive search for the required document is provided, including through web access to the system's document database.
Files with texts (images) of outgoing and internal documents according to standard technology are also attached to the RK. Outgoing document, accompanied by the requisites of the RK, can be protected by an EDS, encrypted and transferred to the addressee.
Thus, in conjunction with the possibility of registering documents received via communication lines, corporate electronic document management is provided. Executed documents are formed into cases and transferred to archival storage.
6. Automation of the exchange of documents between authorities.
At present, in many government bodies power already used by inherited automated systems document management. They are built on different software and hardware base. Some of them, supplied by Microsoft partners (including the Delo system described above by the Electronic Office Systems company), are implemented on the basis of modern technologies. Also, a significant number of systems of previous generations based on MS DOS and other platforms are still in operation. The unification of systems in all state bodies in the foreseeable future is impossible both for political (the rights of subjects of the Federation and local governments) and practical considerations. Implementation and, especially, replacement of operating systems is a rather long, difficult and expensive process.
In this situation, the natural solution is to develop such a tool for interdepartmental exchange of documents that could be easily adapted to various formats of incoming / outgoing messages and would allow the connection of various systems.
The exchange of electronic documents must be properly secured. Documents must be provided with an electronic signature, which guarantees the authorship and the invariability of the content of the document, and in some cases - closed cryptographic means from unauthorized access.
Each organization has many correspondent organizations with which documents are exchanged, and all may have different message formats and even networks. It is inappropriate to load the systems of individual organizations with the function of constant support of service information necessary for organizing the exchange. It is logical to build document exchange not on the principle of "each with each", but on the principle of "star" - based on Document Exchange Centers (DPCs).
Data centers can perform the following set of functions: 6
Transformation and coordination of formats of incoming-outgoing documents;
Support for address databases and calculation of document delivery routes;
Guaranteed delivery of documents;
Additional archiving of documents;
Support and synchronization of directories.
Messaging centers can also take on the role of CAs that maintain private and public key infrastructure, authentication procedures for organizations participating in the exchange.
For integration with the data center, legacy corporate systems, if necessary, can be supplemented with special interface modules that provide preliminary format conversion and exchange procedures with the data center.
.
7. EDD systems for authorities of different levels.
Solution for municipal and other authorities with a small amount of document flow This category can conditionally include municipal management structures with a small amount of document flow that do not have sufficient technical base for the implementation of a full-fledged EDD system. For them, a single-user solution can be recommended, equipped with the means of secure exchange of electronic documents with a higher organization - directly or through the data center. The user of such a solution is usually an employee responsible for the organization's office work. At the same time, work is carried out with paper documents, but the system maintains registration of incoming / outgoing documents, registration of resolutions on documents, documents written off to the case and archived. With a large number of employees, a record of the movement of paper originals can also be kept. Documents received in electronic form from a higher organization are immediately registered, printed and begin to be executed before the arrival of paper originals. The parent organization automatically receives a notification that the document has been registered. This solution allows: 7
Accelerate the exchange of incoming / outgoing documents with a higher organization;
Reduce the number of "lost" documents whose whereabouts are unknown.
8. Solution for the local government.
This category can conditionally include municipal management structures that have an average volume of document circulation from 3,000 to 10,000 documents per year, the office or secretariat as a structurally separated unit and work not only with documents from organizations, but also with letters and appeals from citizens and enterprises. Such organizations usually have a sufficient fleet of personal computers connected to a local network. For them, a multi-user solution can be recommended with the number of jobs from 5 to 20, equipped with means of secure exchange of electronic documents with higher and lower organizations (directly or through a data center), communication with a portal for informing and receiving applications from citizens and organizations and the possibility of remote Internet access. access to EDD system data. The system should provide registration of incoming / outgoing documents, accounting of resolutions on documents, documents written off to the case and being archived. A record of the movement of paper originals must also be kept.
The users of such a solution are usually not only office personnel, but also a number of employees of functional departments. Since most of the employees of such organizations have personal computers, within the framework of such a solution, work with part of the documents can be organized mainly or exclusively in electronic form. inbox paper documents can be digitized, and all further work with them can already be done electronically. The process of execution of documents (imposition and execution of resolutions) can also be organized in electronic form.
If the organization has a permanently available channel on the Internet, remote access to the EDD system can be organized through a web interface that allows you to control the progress of work as officials away, and higher organizations.
This solution allows: 8
Accelerate the exchange of documents with higher and lower organizations;
Reduce the burden on office personnel by transferring part of the functions to departments;
Increase the effectiveness of control over the execution of documents;
Organize effective system storage of related documents;
Reduce search time necessary documents;
Reduce the number of "lost" documents whose whereabouts are unknown;
Speed up and do more efficient work employees for the execution of documents;
Reduce the costs of working with appeals from citizens and organizations submitted to electronic form(through the portal);
Ensure control over the execution of important documents by higher organizations.
To develop and support the portal, as well as organize remote Internet access to EDD system data, a set of Internet technologies from Microsoft (Internet Information Services, ASP technology, Microsoft Index Server) and the API provided by the Delo-Enterprise system for publishing documents can be used. directly from the base.
Conclusion.
A feature of office work and document flow in public authorities or local government, as a system of documentary support for management, is a 100% reflection of management processes in documentary form. Because of this, the processes of office work and document circulation acquire a self-contained character and require their own management system.
Currently, the process of introducing computer technology and networks in public institutions, and in many of them the level achieved to date is sufficient for the introduction of modern technologies for working with documents. But in addition to computers and networks, this requires a set of modern software solutions.
The Russian Federation is fully aware of the importance of this area, which is reflected in the Federal Target Program "Electronic Russia" in general and in a number of its specific activities.
Final result management activities of the state apparatus depends on many intermediate links, one of which is deloroiz-odstvo, allowing to ensure efficiency and flexibility in decision-making. Case-work coordinates all stages of work - from design to practical implementation of solutions. The management process includes the following main typical documented operations:
Collection and processing documentary information; decision preparation;
Making and documenting a decision; bringing decisions to the executors;
Execution of the decision; execution control; collection of performance information;
Transfer of information through vertical and horizontal links; storage and retrieval of information.
The administrative apparatus implements its functions mainly through universal and authorized organizational and administrative documents created circulating regardless of the specifics of activities in all sectors of the national economy and government controlled. If we take into account that more than 14 million people are employed in the administrative apparatus, and the annual document circulation in the country is approximately 60 billion sheets and continues to grow, then there is no doubt that the effective regulation this process has great importance. As one of the means of regulating document flows, documentary state standards, all-union classifiers and unified systems documentation. These and other standards are recognized to stabilize the document flow in the country throughout the entire technological cycle, to create an optimal technology for managing the document management of each
management unit.
List of used literature:
1. M. I. Basakov. Office work. Tutorial for students educational institutions middle vocational education. [Text] / Basakov M.I. Publishing house: Marketing, 2002. - 336s.
2. Borodina V.V. Office work in the public administration system. [Text] / V. V. Borodina. Publishing house: RAGS, 2008. - 376s.
3. Kirsanova M.V. Office work in public authorities and local self-government: textbook. allowance [Text] / M. V. Kirsanova. -Publishing house: Infra-M:, 2004. - 256p.- (Higher education)
4. Kuznetsov I.N. Documentation management and office work. [Text] / I. N. Kuznetsov. – M.: Yurayt, 2008. – 576s.
5. Spivak V. A. Documentation of management activities. [Text] / V.A. Spivak. - Publishing house: Peter, 2008. - 256p.
State system of documentation support for management. General requirements to documents and documentation support services. - M., 1991
Theoretical provisions of state office work are revealed, the concepts of the document, its varieties, functions, rules of registration, as well as the features of compiling organizational and administrative documentation in state and municipal governments are outlined. The principles and rules for organizing office work, document management in a traditional and automated office system, technologies for working with citizens' appeals, preparing documents for archival storage are considered. Corresponds to the latest generation of Federal State Educational Standards. For undergraduate students, students of the advanced training system, executives and specialists of state and municipal institutions and organizations.
A series: Undergraduate (KnoRus)
* * *
by the LitRes company.
Regulation of office work in state bodies
1.1. Basic concepts in the field of office work
In accordance with Art. 10 of the Constitution of the Russian Federation, state power in Russia is divided into legislative, executive and judicial, depending on the functions performed. The principle of separation of powers applies not only to the organization of state power at the federal level, but also to the system of state authorities of the subjects of the Federation.
State bodies carry out one of the functions of state power, respectively, it is divided into legislative, executive and judiciary.
Organs legislature These are representative and legislative institutions formed by elections. Their main task is law-making, but in addition they perform other functions, for example, they control the activities of the executive branch.
Executive authorities are, as a rule, appointed bodies. The main task of the executive authorities is to comply with the provisions of the Constitution, federal laws, and other regulations. Executive authorities operate on the basis of a combination of unity of command with collegiality.
The judiciary administers justice. The activities of the courts are aimed at strengthening the rule of law and order, preventing crimes and other offenses, and have the task of protecting against any encroachment on the foundations of the constitutional order, rights and freedoms of man and citizen, and other democratic institutions enshrined in the Constitution. The courts are independent and subject only to the law.
Local self-government bodies manage municipal property, form, approve and execute the local budget, establish local taxes and fees, and protect public order and other issues of local importance.
Local self-government bodies are legal entities and act independently on their own behalf. It follows from the above that municipal government is the activity of elected and other local governments in the management of municipal property, objects municipal economy, the formation and execution of the local budget, aimed at ensuring the vital activity of the population of the municipality, solving other issues of local importance, including the organization of their work, municipal service.
Local self-government is carried out in municipalities - urban and rural settlements: in a village or several villages with common territory(district), cities or parts of large cities (urban areas, neighborhoods).
Definition: municipal service - professional activity citizens, which is carried out on a permanent basis in the positions of the municipal service, replaced by the conclusion employment contract(contract).
The main function of any state or municipal institution is the adoption of managerial decisions. All management decisions State and municipal authorities are taken on the basis of information that must be reliable, timely and complete.
Definition: documentation - recording information on a medium according to established rules.
The process of fixing information on any information carrier (paper, magnetic, etc.) for the purpose of its further use is called documentation. Documentation of management activities is a massive function performed by all state and municipal bodies.
Definition: document - information recorded on a carrier with details that allow it to be identified.
When creating documents, various methods of documenting are used depending on the content of the information: sound recording (phono document), photograph (photo document), recording of images and sounds (audiovisual document), etc.
Definition: documentation means - means of organizational and computer technology used to record information on a medium.
Currently, electronic documents are widely used in public administration.
Definition: electronic document - a document, the information of which is presented in electronic form.
A document drawn up, issued or in circulation by state or municipal bodies, institutions, organizations and meeting certain requirements, belongs to the category of an official document.
Definition: a document created by a legal or individual, drawn up and certified in the prescribed manner, is called an official document.
An official document used in the current activities of state bodies is called official document.
Attention! If the document is created by a person outside the scope of his official or social activities, then it is considered a document of personal origin.
Documents, both official and official, must have legal force or legal significance.
Definition: the legal significance of the document is the property of the document to act as confirmation of business activities or personal events.
Definition: the legal force of a document is the property of an official document to cause legal consequences.
characteristic feature official documents is the presence of a certain form, the order of their publication, compilation, the availability of the necessary details.
Definition: props - an element of document design (for example, signature, seal, text).
The numerous types and varieties of documents, the complexity of their composition, the presence of special rules for giving legal force to documents and other serious problems associated with management documentation make it necessary to single out a special branch of activity that provides documentation and organization of work with official documents. This branch of activity is called office work.
Definition: office work - an activity that provides documentation, workflow, operational storage and use of documents.
Definition: documentation support (management), DOW - an activity that purposefully provides the functions of document management.
Remember!
The following abbreviations are used in business:
US - unified system;
USORD - a unified system of organizational and administrative documentation;
GSDOU - the state system of documentary support for management;
OKUD - all-Russian classifier of management documentation;
OKPO - all-Russian classifier of enterprises and organizations;
GOST - state standard.
Management documents serve certain management functions: planning, organization, control, etc.
Documents related to one management function are usually called a documentation system, for example, a system of organizational and administrative documentation, a system of accounting documentation, a system of foreign trade documentation.
Definition: the documentation system is a set of documents interconnected according to the signs of origin, purpose, type, scope of activity, uniform requirements for their execution.
Management functions in all organizations are of the same type, therefore, the documents for each function should be the same in type and form.
Definition: bringing documents to optimal uniformity in composition and forms is called unification documents.
Unify not only separate documents but also the documentation system in general.
Definition: a unified documentation system is a documentation system created according to uniform rules and requirements, containing information necessary for management in a particular area of activity.
The documentation system consists of various types of documents. The All-Russian Classifier of Management Documentation (OKUD), first approved in 1978, included the types and forms of documents that are objects of unification in the process of creating unified documentation systems.
The All-Russian classifier of management documentation is integral part a unified system of classification and coding of technical, economic and social information and covers unified systems of documents permitted for use in the national economy.
The All-Russian classifier of management documentation is designed to solve the following tasks:
1) registration of forms of documents;
2) streamlining information flows in the national economy;
3) reduction in the number of forms used;
4) exclusion from circulation of non-standardized forms of documents;
5) ensuring accounting and systematization of unified forms of documents on the basis of their registration;
6) control over the composition of forms of documents and the elimination of duplication of information used in the field of management;
7) rational organization of control over the use of unified forms.
Currently, OKUD includes the following documentation systems:
1) 0200000 Unified system of organizational and administrative documentation;
2) 0300000 Unified system of primary accounting documentation;
3) 0400000 Unified Documentation System of the Bank of Russia;
4) 0500000 Unified system of accounting, financial, accounting and reporting documentation of the public sector of management;
5) 0600000 Unified system of reporting and statistical documentation;
6) 0700000 Unified system of accounting and reporting accounting documentation of enterprises;
7) 0800000 Unified labor documentation system;
8) 0900000 Unified documentation system pension fund Russian Federation;
9) 1000000 Unified system of foreign trade documentation;
Objects of OKUD classification - interdepartmental and intersectoral unified forms documents approved by departments and ministries of the Russian Federation. The classifier contains code designations and names of unified forms of documents that are included in the unified documentation systems.
Definition: unified document form (UFD) - document form a certain kind A that contains the constant portion of the text.
AT without fail codes of the All-Russian classifier of management documentation are affixed in unified forms of documents. With the use of the All-Russian classifier of management documentation, the tasks of unambiguous designation of unified forms of documents were solved and, on this basis, their accounting and systematization, which contributed to streamlining the entire system of management documentation, eliminating duplicate forms of documents, and optimizing the composition of the documents used.
The most massive documentation system used in state and municipal governments is the Unified System of Organizational and Administrative Documentation (USORD).
The unified system of organizational and administrative documentation is a rationally organized complex of interconnected unified forms of documents recommended for use in the activities of organizations of all organizational and legal forms (hereinafter referred to as organizations).
The purpose of the development of USORD is to create interconnected sets of documents that ensure the organizational and administrative activities of organizations. The use of USORD in the activities of organizations contributes to the prompt solution of managerial tasks, reducing labor and material costs for working with documents, improving the quality of organizational and administrative documentation and reducing the volume of workflow.
The unified forms included in the USORD establish the approximate structure of the text, the minimum required composition of the details of the relevant organizational and administrative documents and are not examples of their design, if other design is provided for by the legislation of the Russian Federation.
The album of unified forms of organizational and administrative documents can be used as a reference array for developing albums of unified forms of documents in organizations and keeping them up to date by timely inclusion of new forms, withdrawal of canceled unified forms, changes in the areas of application of unified forms of organizational and administrative documents, etc. .
The unified forms in USORD are systematized according to the following subsystems:
✓ Documentation for creating an organization;
✓ documentation on the reorganization of the organization;
✓ documentation on the liquidation of the organization;
✓ documentation on the privatization of state organizations;
✓ documentation for managerial activity organizations;
✓ documentation on organizational and regulatory regulation of the organization's activities;
✓ documentation on operational and information regulation of the organization's activities;
✓ employment documentation;
✓ documentation for registration of changes labor relations;
✓ documentation on dismissal from work;
✓ documentation on granting holidays and recall from holidays;
✓ documentation on registration of incentives;
✓ documentation on registration of disciplinary sanctions;
✓ Documentation for business trips.
The code designation of the unified form of the document reflects the following classification features: the first and second characters (class of forms) - the unified form of the document belongs to the corresponding unified documentation system; the third and fourth characters (a subclass of forms) - the commonality of the content of many forms of documents and the direction of their use; fifth, sixth and seventh characters - registration number a unified document form within a subclass; the eighth character is the check number.
Structure code designation unified form of the document for OKUD:
An example of a code designation for a unified form of a document for OKUD: 09010046 Settlement sheet for insurance premiums to the Pension Fund
Unification of documents is one of the methods of their standardization.
In the standards for management documentation the composition of individual elements of the document (requisites), their location and design rules are established.
Definition: standardization is the activity of establishing rules and characteristics for the purpose of their voluntary reuse, aimed at achieving orderliness in the production and circulation of products and increasing the competitiveness of products, works or services.
The result of work on unification and standardization can be both standards for certain types documents, and unified documentation systems (for example, GOST R 6.30-2003. Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for paperwork).
International cooperation on standardization in the field of documentation is carried out within the framework of ISO - international organization for standardization. ISO standards define:
✓ paper formats for documents and methods for expressing their sizes (ISO 216:1975, ISO 353:1975);
✓ sizes of folders for storing documents (ISO 623:1974);
✓ line spacing and letter pitch (ISO 4882:1979);
✓ Layout key and construction grid for creating blanks and forms of documents (ISO 3535:1977);
✓ basic requirements for document forms (ISO 8439:1990);
✓ principles of layout of sales documents (ISO 6422:1985);
✓ formats of envelopes for sending documents, the order of writing the address on postal items (ISO 11180:1993);
✓ rules for putting dates and times in documents (ISO 8601:2000);
✓ order of codes in sales documents (ISO 8440:1986).
In 2001, the first standards of the new series “Information and Documentation. Document Management (ISO 15489-1:2001, ISO 15489-2:2001), which define the requirements for office work systems. In 2007, GOST ISO R 15489-1:2007 “System of standards for information, librarianship and publishing. Document management. General requirements". It should be borne in mind that the application of an international standard or a standard of another country is carried out in the Russian Federation by fully or partially including its content in the domestic regulatory document on standardization. This standard contains provisions on the responsibilities, policies, procedures, systems and processes associated with the documents of organizations, guidelines for the management of documents within the framework of quality management and management processes. environment in accordance with international standards ISO 9001 and ISO 14001, guidelines for the design and implementation of document management systems.
Definition: document - identifiable information recorded on a tangible medium created, received and stored by an organization or individual as evidence during confirmation legal obligations or business activities.
All documents circulating in the process of document circulation of state and municipal bodies can be classified according to various criteria.
1. According to the method of documenting, documents can be classified into written, text, handwritten, typewritten, electronic, pictorial, photo, audio, film documents, documents on machine media.
written document- a text document, the information of which is recorded by any type of letter.
Text Document- a document containing speech information recorded by any type of writing or any sound recording system.
handwritten document– written document, during the creation of which the characters of the letter are applied by hand.
typewritten document- a written document, during the creation of which the characters of the letter are applied by technical means.
Electronic document– created and readable with the help of computer technology.
pictorial document- a document containing information expressed through the image of an object.
Photodocument- a figurative document created by a photographic method.
Fonodocument- a document containing sound information recorded by any sound recording system.
Film document- a pictorial or audiovisual document created in a cinematographic way.
Machine document- a document created using media and recording methods that ensure the processing of its information by an electronic computer.
2. In relation to the control object, documents are classified:
✓ for incoming (incoming to the organization);
✓ outgoing (sent from the organization);
✓ internal (created in this organization and not beyond its limits).
3. According to the number of issues raised in the document, they are classified:
✓ for simple;
✓ complex.
Simple Documents contain one question. Complex documents include several issues, they may concern several officials, structural divisions, institutions.
4. By restricting access, documents are classified:
✓ for secret;
✓ for official use;
✓ unclassified (simple).
Documents containing information subject to protection are classified. Depending on the importance, such information is divided into information of special importance and top secret (state secret), secret (official secret) and are designated respectively with the stamps "Special importance", "Top secret" and "Secret".
Documents for official use containing unclassified information may be used by employees of this institution. Such documents are marked "For official use only".
5. According to the way the text is presented, the documents are classified:
✓ for individual;
✓ stencil;
✓ typical;
✓ exemplary;
✓ unified in the form of a questionnaire and a table.
In terms of content, individual documents are specific, having the character of a one-time document.
In template documents, information is presented in the form of text with spaces designed to fill them with variable information depending on the specific situation. Examples of template texts: forms of certificates of the personnel department, travel certificates.
Typical documents are those designed to present homogeneous processes and phenomena: typical technological process, model internal regulations, etc.
Exemplary ones are used for the preparation and execution of documents by analogy (an approximate nomenclature of the organization's affairs).
Questionnaire is a method of presenting a unified text, in which constant information is located on the left side of the document, and the variable is entered into the document in the process of its compilation on the right side of the document.
A table is a document in which constant information is placed in the headings of the columns and headings of the lines, and the variable is placed at the intersection of the corresponding columns and lines. The text, presented in the form of a table, has a large information capacity, allows you to strictly classify and easily summarize similar data. The staffing table, vacation schedule and other documents are drawn up in tabular form.
6. According to the terms of storage, documents are divided:
✓ for documents with a permanent storage period;
✓ temporary (over 10 years) storage period;
✓ temporary (up to 10 years) storage period.
You also need to know that documents are divided into types and varieties. For example, the type of document is an act, the variety is an act on the destruction of documents, an act on write-off material assets etc.
The types and varieties of management documents can be found in the Index of types and varieties of documents in the List of typical archival documents generated in the activities of state bodies, local governments and organizations, indicating the periods of storage.
1.2. State system of documentation support for management
In office work, certain rules for the preparation, execution and organization of work with documents are applied. The need to level up general rule rational forms and methods of processing official information, tested and justified in practice, contributed to the creation in the Russian Federation of a unified system for documenting management activities and organizing work with documents.
In December 1959, the Council of Ministers of the USSR adopted a special decision on the issue of improving the activities of the administrative apparatus, which, among other measures aimed at increasing labor productivity, provides for the development of a unified state system of office work based on its mechanization.
In 1973, the Unified State Records Management System (EGSD) was developed.
The system was approved by the USSR State Committee for Science and Technology, so it was not formally legally binding. Nevertheless, a number of its sections were based on previously published state standards for the design of organizational and administrative documentation. Thus, the requirements for documenting management activities included in the USSD have become normative.
At the stage of creating the USSD, a methodology was developed and office operations related to the storage of documents in office work, the formation of cases, the examination of the value of documents, and the preparation of documents for archiving were unified.
In the 1980s, the second edition of the USSD was prepared, which was called the Unified State Documentation Management System (EGSDOU). The reason for its emergence was the rapid development computer technology and their use for document processing, which has caused significant changes in traditional document processing technologies. Thus, the USSDOU is a document that develops, supplements and clarifies the requirements of the USSD in connection with the changes that office work has undergone by that time.
In 1991, the State Documentation Management System (GSDM) was developed, which is still in operation.
The state system of documentation support for management establishes uniform requirements for the organization of work with documents (including those created by computer technology) in government bodies, courts, prosecutors, arbitration, enterprises, institutions and public organizations and is advisory.
The main goals of the GSDO include:
✓ Improving the work of the management apparatus;
✓ streamlining the workflow and improving the quality of documents;
✓ reduction in the number of documents;
✓ building information retrieval systems;
✓ creating conditions for the use of modern technologies for collecting, storing and processing information.
Based on the provisions of the GSDOU, instructions for office work, methods, recommendations on various aspects of office work are created.
The state system of documentation support for management includes several sections.
The section "Documentation of management activities" determines the composition of management documents, the main directions and procedure for unifying and standardizing documents, processing the details of management documents, including machine-readable documents, as well as general requirements for compiling texts of documents. This section is now obsolete due to the release of new requirements for the rules for the preparation and execution of documents.
Other sections of the GSDOU, despite the fact that they require revision, are of undoubted interest when setting up office work in a particular organization.
The section "Organization of work with documents" establishes the principles and procedure for organizing the document flow of an institution, building an information retrieval system for documents of an institution, monitoring the execution of documents and preparing documents for transfer to a departmental archive for storage.
In addition, recommendations on the creation and use of an information retrieval system (IPS) according to enterprise documents are highlighted in a separate subsection. This part discusses the rules for creating IPS in the conditions of both traditional and automated systems. The composition of the IPS has been determined. It includes registration, indexing of documents, their operational storage, information retrieval arrays (manual filing cabinets, arrays on machine media). This means that the requirements for accounting, systematization and storage of documents are based on the use of a single information system, the information arrays of which must be compatible. To achieve such compatibility, the classifiers developed at the enterprise are used (for example, the nomenclature of cases, the classifier of correspondents, the classifier of structural divisions (areas of activity), the classifier of types of documents).
The third section of the GSDOU considers the issues of mechanization and automation of office work, the features of working with documents when introducing automated control systems.
In the fourth section, the concept of office work service is given, its main tasks, functions, and rights are considered. GSDOU provides for the creation of several typical office services, depending on the category of organization or enterprise: case management; office; Common department; head Secretary
The appendices to the GSDOU contain an Approximate provision on the management documentation support service (DOW service). It recommends typical variants of its organizational structures depending on the type of organization, and also formulates its goals, objectives and functions.
The annexes to the GSDOU also include:
1) an approximate list of documents to be approved;
2) an approximate list of documents on which the stamp is affixed;
3) rules for filling in the details of registration and control forms (RKF);
4) forms of nomenclatures of cases;
5) list standard terms execution of documents;
6) the form of the cover of the file of permanent and temporary (over 10 years) periods of storage.
In 1993, the provisions of the GSDOU were further developed in the Standard Instructions for Office Work in the Ministries and Departments of the Russian Federation (2005), and then in the Rules for Office Work in Federal Executive Authorities (2009).
1.3. Legislative and regulatory and methodological acts in the field of office work
The activity of any organization is built on the basis of the rules of legislative acts that involve working with documented information.
Legal Framework office work - these are laws, regulatory and methodological documents that help create a technology for processing documents, storing them, and using them in the work of a state body.
The Government of the Russian Federation, federal executive authorities are responsible for organizing documentation support in executive authorities, developing appropriate regulatory legal acts.
Remember! General methodological guidance in the field of archiving in Russia is carried out by the Federal Archival Agency (Rosarchiv), which is subordinate to the President of the Russian Federation. presenter scientific organization in this area, the All-Russian Scientific Research Institute of Documentation and Archiving (VNIIDAD).
The normative and methodological base of office work can be divided into several groups of documents. The first includes 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 one can name Civil Code, Code of administrative offenses, Labor Code (Labor Code of the Russian Federation).
For paperwork, the section of the Federal Law “On Information, information technology and Protection of Information”, which establishes the legal regime for documenting information. 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 organizing office work, standardizing documents, and the security of the Russian Federation.
Article 327 of the Criminal Code of the Russian Federation "Forgery, production or sale of forged documents, state awards, stamps, seals, letterheads" provides for punishment for this type of activity. Please note that this fake must have a purpose - to grant rights or exempt from liability.
Another significant article for specialists working with documents is Art. 292 of the Criminal Code of the Russian Federation. This article concerns official forgery, which is defined as “the introduction by an official, as well as a civil servant or an employee of a local self-government body who is not an official, into official documents of knowingly false information, as well as the introduction of corrections into these documents that distort their actual content, if these acts are committed out of selfish or other personal interest.
Article 24 of the Tax Code of the Russian Federation provides that tax agents are obliged to ensure the safety of the documents necessary for the calculation, withholding and transfer of taxes for four years, and, according to Part 2 of Art. 13.25 of the Code of Administrative Offenses of the Russian Federation, failure by a limited liability company to fulfill the obligation to store documents that are provided for by the legislation on limited liability companies and regulations adopted in accordance with it and the storage of which is mandatory, as well as violation established order and the terms of storage of such documents shall be subject to the imposition administrative fine for officials in the amount of 2.5 to 5 thousand rubles; for legal entities - from 200 thousand to 300 thousand rubles.
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); Rules of office work in federal executive bodies (2009); state standards for documentation, for example, GOST 6.30-2003 “Unified Documentation System. Unified system of organizational and administrative documentation. Documentation requirements"); all-Russian classifiers of technical, economic and social information, 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 administrations of the constituent entities of the Russian Federation and instructions for specific organizations, for example, Instructions for office work in the City Administration
Smolensk (approved by the order of the Administration of the city of Smolensk dated February 15, 2013 No. 82-r / adm).
State regulation 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.
The Committee of the Russian Federation for Standardization, Metrology and Certification (Gosstandart) carries out state management of standardization in the Russian Federation, including work on the unification and standardization of documents and documentation systems, the development, implementation and maintenance of all-Russian classifiers of technical, economic and social information.
The Government of the Russian Federation, federal executive authorities are responsible for organizing documentation support in executive authorities, developing appropriate regulatory legal acts.
In state and municipal government bodies, various laws are applied to regulate office work:
✓ Federal Law No. 79-FZ of July 27, 2004 (as amended on December 31, 2014) “On the State Civil Service of the Russian Federation”;
✓ Federal Law No. 25-FZ dated March 2, 2007 (as amended on March 30, 2015) “On Municipal Service in the Russian Federation”;
✓ Federal Law No. 210-FZ dated July 27, 2010 “On the organization of the provision of state and municipal services”;
✓ Federal Law No. 59-FZ dated 02.05.2006 “On the Procedure for Considering Appeals from Citizens of the Russian Federation”;
✓ Federal Law No. 58-FZ dated May 27, 2003 “On the public service Russian Federation";
✓ Federal Law No. 229-FZ of October 2, 2007 (as amended on December 6, 2011) “On enforcement proceedings»;
✓ Federal Law No. 77-FZ dated December 29, 1994, “On Mandatory Copy of Documents”.
By-laws of a normative nature are issued in the form of resolutions of the Government of the Russian Federation and are binding. Acts on operational and other current issues that do not have a regulatory nature are issued in the form of orders of the Government of the Russian Federation. Regulations federal executive authorities are issued on the basis of and in pursuance of federal laws, instructions and orders of the President of the Russian Federation, resolutions and orders of the Government of the Russian Federation, as well as on the initiative of federal executive authorities within their competence.
State registration of normative legal acts is carried out by the Ministry of Justice of the Russian Federation, which State Register normative legal acts of federal executive bodies. The federal executive authorities may send for execution regulatory legal acts subject to state registration, only after their registration and official publication.
Let us consider some acts of the federal executive authorities that fully or partially affect the issues of documentation and affect the organization of office work, the regulation of the work of employees of the office work service in the executive authorities.
Decree of the Government of the Russian Federation No. 477 dated June 15, 2009 “On Approval of the Rules for Paperwork in Federal Executive Bodies”, as amended. Decrees of the Government of the Russian Federation of April 26, 2016 N 356. Rules, approved by resolution Governments contain the composition of the details of management documents, but they do not reflect the issues of office technology. The document is intended for records management services of federal executive authorities, specialists in the field of documentary support for management involved in the development of regulatory documents in the field of office work in federal executive authorities.
Order of the Federal Archives of December 23, 2009 No. 76 "On the approval of guidelines for the development of instructions for office work in federal executive bodies." Guidelines are intended for office work services of federal executive authorities, specialists in the field of documentary support of management involved in the development of regulatory documents in the field of office work.
Decree of the Government of the Russian Federation of December 27, 1995 No. 1268 (as amended on December 14, 2006) "On streamlining the manufacture, use, storage and destruction of seals and forms with the reproduction of the State Emblem of the Russian Federation." The Decree establishes the procedure for the use of seals and stamps on documents, their forms, sizes and details.
Decree of the Government of the Russian Federation of August 13, 1997 No. 1009 “On Approval of the Rules for the Preparation of Normative Legal Acts of Federal Executive Authorities and Their State Registration” fixed the composition of regulatory legal acts of federal executive authorities, the procedure for their preparation and publication.
Decree of the Government of the Russian Federation of April 15, 2005 No. 222 (as amended on January 31, 2012) “On Approval of the Rules for the Provision of Telegraph Communication Services” determines the procedure for issuing various kinds telegrams.
Decree of the Government of the Russian Federation dated April 15, 2005 No. 221 “On approval of the Rules for the provision of services postal service”, in particular, the rules for writing addresses on postal items are established.
Qualification directory of positions of managers, specialists and other employees ( approved by Resolution Ministry of Labor of Russia dated August 21, 1998 No. 37). The directory is normative document. On the basis of qualification characteristics, job descriptions for specific employees, as well as records are made in work books about the name of the employee's position.
Decree of the Ministry of Labor of Russia dated March 26, 2002 No. 23 “On approval of the Time Standards for work on documentary support of management structures of federal executive bodies”.
Decree of the Government of the Russian Federation of 04.09.1995 No. 870 "On approval of the Rules for classifying information constituting a state secret to various degrees of secrecy." The Rules were developed in accordance with the Law of the Russian Federation of July 21, 1993 No. 5485-1 “On state secret» and are binding on state authorities, whose heads are empowered to classify information as state secrets, when they develop a detailed list of information to be classified, as well as other state authorities, local governments, enterprises, institutions and organizations when preparing proposals about inclusion in the list of information, the owners of which they are.
Decree of the Government of the RSFSR No. 35 of 05.12.1991 “On the list of information that cannot be a commercial secret” (as amended on 03.10.2002). This Decree does not apply to information classified as a trade secret in accordance with international treaties, as well as to information about the activities of an enterprise, which, in accordance with current legislation constitute a state secret.
Decree of the Board of the Pension Fund of the Russian Federation of August 30, 1996 No. 123 "On approval of the list of information constituting confidential information." For example, in accordance with the List, confidential information includes information contained in databases of payers of insurance premiums.
Documents regulating the organization of archiving include the following.
Order of the Ministry of Culture of the Russian Federation of March 31, 2015 No. 526 “On approval of the rules for organizing the storage, acquisition, accounting and use of documents Archival Fund Russian Federation and other archival documents in public authorities, local governments and organizations” (hereinafter referred to as the Rules). The rules are a normative and methodological document. The rules are based on the current legal framework in the field of information, documentation management and archiving, synthesize the experience of domestic archival business, take into account modern achievements in the use of technical means and information technologies in working with documents. These Rules apply to the archives of state organizations, and are also mandatory for all non-state organizations in terms of ensuring the safety, description, accounting and use of documents of the Archival Fund of the Russian Federation classified as state property.
The rules do not apply to documents the work with which is regulated by the Law of the Russian Federation of July 21, 1993 No. 5485-1 “On State Secrets” and the Decree of the President of the Russian Federation of November 30, 1995 No. 1203 “On Approval of the List of Information Classified as State Secrets”. State organizations that are not included in the composition of the sources of acquisition of state archives, as well as non-state organizations may be guided by these Rules when organizing and ensuring the work of their archives. The annex to the Rules contains unified forms of documents that ensure the operation of the archive: nomenclature of cases, inventories, internal inventory, an act on the allocation of documents for destruction, a certification sheet of a case, a case cover, etc.
Approximate regulation on the archive of a state institution, organization, enterprise (approved by order of the State Archive of August 18, 1992 No. 176) serves as the basis for the development of the Regulation on the archive of both state and non-state enterprises.
Approximate regulation on a permanent expert commission institutions, organizations, enterprises (approved by order of the Federal Archives of January 19, 1995 No. 2) defines legal provisions and functions of the expert commission, work procedure and relationship with the CEC&EPC.
Approximate regulation on the Central Expert Commission of the Ministry (department) of the Russian Federation (approved by order of the Federal Archive of March 17, 1998 No. 19) contains approximate rights and functions of the Central Expert Commission, the procedure for its appointment, composition, scope, can be used as a model for creating the Regulation on the expert commission organizations.
The terms of storage of documents are determined in accordance with the order of the Ministry of Culture of the Russian Federation of August 25, 2010 No. 558 “On approval of the List of standard managerial archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating the periods of storage”.
Also, to determine the periods of storage of documents, you can use the List of typical archival documents generated in the scientific, technical and production activities of organizations, indicating the periods of storage, approved by order of the Ministry of Culture of Russia dated July 31, 2007 No. 1182 (as amended on April 28, 2011).
In connection with the development of information technology, a number of documents were adopted that affect the automation of office work and archiving. So, in 2013, the All-Russian Research Institute of Documentation and Archiving (VNIIDAD) developed Recommendations for the acquisition, accounting and organization of storage of electronic archival documents in the archives of organizations and Recommendations for the acquisition, accounting and organization of storage of electronic archival documents in state and municipal archives . These documents can be used in the organization of archival storage of electronic documents in organizations.
The President of the Russian Federation approved the Strategy for the Development of the Information Society in the Russian Federation on February 7, 2008 No. Pr-212.
This Strategy is a document that sets out the goal, principles and main directions public policy in the field of the use and development of information and telecommunication technologies, science, education and culture to advance the country on the path to the information society.
One of the main directions in the implementation of the Strategy for the Development of the Information Society in the Russian Federation is to increase the efficiency of public administration and local self-government, the interaction of civil society and business with public authorities, the quality and efficiency of the provision of public services, including through the creation of e-government. The formation of e-government in the Russian Federation became possible due to the widespread use of information and communication technologies in the socio-economic sphere and public authorities.
In 2010, a standard was released that is used in the organization of electronic interaction between organizations: GOST R 53898-2010 “Electronic document management systems. Interaction of document management systems. Email Requirements. The standard establishes the format, composition and content of an electronic message that provides information interaction of document management systems.
In 2010, by order of the Government of the Russian Federation of October 20, 2010 No. 1815-r, the state program of the Russian Federation "Information Society (2011-2020)" was approved.
The goal of the state program "Information Society (2011-2020)" is to obtain benefits for citizens and organizations from the use of information and telecommunications technologies by ensuring equal access to information resources, developing digital content, using innovative technologies, radically improving the efficiency of public administration while ensuring security in the information society.
In 2010–2012, a number of legal acts were adopted to automate the work with documents at the interdepartmental level. Thus, the program "Electronic government" is being successfully implemented. The creation of e-government involves the construction of a nationwide distributed public administration system that implements the solution of a full range of tasks related to the management of documents and their processing processes.
Definition: E-government is a public administration electronic document management system based on the automation of the entire set of management processes throughout the country and serving the purpose of significantly increasing the efficiency of public administration and reducing the costs of social communications for each member of society.
By 2018, in accordance with the Decree of the President of the Russian Federation of May 7, 2012 No. 601 “On the main directions for improving the public administration system”, 70% of all public services should be provided electronically.
Definition: public service - the activities of the executive authority that provides public service, expressed in the performance of actions and (or) the adoption of decisions that entail the emergence, change or termination of legal relations or the emergence of documented information (document) in connection with the appeal of a citizen or organization in order to exercise their rights, legitimate interests or fulfill the duties assigned to them by regulatory legal acts .
Thus, at present, the regulatory framework for office work is developing towards the regulation of electronic document management.
1. What is the difference between "document" and "information"?» ?
2. What unified documentation systems operate on the territory of the Russian Federation?
3. Which body regulates the organization of office work in the federal executive authorities?
4. What normative acts regulate the organization of office work in federal executive bodies?
5. What are the main goals and objectives of the development of the State system of documentary support for management.
Practical tasks
1. Compare the concepts of "office work» and "management documentation". Find similarities and differences.
2. Compare the main goals of the creation and functions of municipal bodies and federal executive bodies.
* * *
The following excerpt from the book Fundamentals of office work in the state and municipal government(L. A. Doronina, 2018) provided by our book partner -
INTRODUCTION
1.1 The concept of documentation support for management and municipal authorities
1.2Features of documentation support for management in municipal authorities
1.3Characteristics of the organization of document flow of local governments
CHAPTER 2
2.1 Historical background of the creation of the Administration of the Bolkhovsky district
2.2Organization of work with documents of the Administration of the Bolkhovsky district
2.3 Classification of official documents of the Administration of the Bolkhovsky district
2.4 Development to improve office work
CONCLUSION
LIST OF USED LITERATURE
APPS
INTRODUCTION
Relevance: Documents record every step of our lives, from the moment of birth, admission to school, then to special secondary or higher educational institution, to work. They recorded marriage and divorce, the departure of a person from life. The preparation, execution of documents and the organization of work with them are regulated by legislative and regulatory and methodological acts, the knowledge and implementation of which are mandatory for everyone dealing with documents.
Organization and record keeping require professional knowledge and skills. The documents reflect and take into account the activities of institutions. Therefore, the maintenance of many documents is prescribed by law. When checking the work of an institution, conducting an audit, they check, first of all, the documents in which the activities of the organization are recorded. Operational work with documents is very important: register in time, submit to management for consideration, get a clear resolution, transfer without delay to the contractor, organize control, and select the necessary information. All these simple steps modern conditions market relations and competition can become decisive when establishing business relations with other organizations and institutions. Almost all specialists in the field of management are involved in the preparation and execution of documents. Therefore, every manager should know the requirements for the preparation and execution of official documents.
So, today the improvement of the management of production and economic systems, the increase in the level of organization and efficiency of managerial work largely depend on how rationally the paperwork is organized in local governments.
The object of the final qualifying work is the office work of the municipal authorities of the administration of the Bolkhovsky district.
The subject of the study is the peculiarities of office work in municipal authorities on the example of the local Administration of the Bolkhovsky district.
The purpose is to study and analyze the organization of documentary management in the municipal authorities of the Administration of the Bolkhovsky district.
The goal set by us forms the following tasks:
1. Analyze the concepts of "documentary management" and "municipal authorities".
2. To identify the features of documentation support for management in municipal authorities.
3. Consider the classification of documents of local governments.
4. Describe the organization of the workflow of local governments.
The organization of office work in municipal authorities complies with the general requirements and standards of office work. Office work, in general, and specifically in local governments, does not stand still, but improves every day, changing the standards and methods of organization.
In the thesis work, the regulatory and methodological framework is presented in the form:
1. Laws: "On general principles organizations of local self-government in the Russian Federation”; the Constitution of the Russian Federation; "About Accounting".
2. State standards: GOST R51141-98 “Office work and archiving. Terms and Definitions"; OST 2479-2481 - Business letters OST 1780 - telephone messages OST 1781 - minutes of meetings OST 1782 - notices of meetings; Unified State Record Keeping System: Basic Provisions; GOST R 6.30-2003 Unified system of organizational and administrative documentation: Requirements for paperwork; State system of documentation support for management. Basic provisions. General requirements for documents and documentation support services.
3. State instructions, regulations, rules: Standard regulation on record keeping on proposals, applications and complaints of citizens in state bodies, enterprises, institutions and organizations .; Basic rules for the work of archives of organizations; Basic rules for the work of the state archives of the USSR; Basic rules for the work of the state archives of the Russian Federation; Accounting Instructions in budget institutions; Exemplary Instructions for office work in local governments Altai Territory; Charter, instructions for office work and job descriptions of the Administration of the Zudilovsky Village Council of the Pervomaisky District of the Altai Territory.
The system of principles, scientific methods and various characterizing individual stages work with documents, signs (groups - when registering documents, categories - when they are executed) form the scientific basis of the modern organization of documentary support for management in municipal authorities. Scientific basis this work is presented in the form:
The methodological basis of the study is the principle of historicism, which helps to trace changes in the work with documents in the past, present and the beginnings of the future.
In the research methodology of the thesis, a structural-functional approach was used, which made it possible to study the structure and functioning of the documentation support for management in municipal authorities. The typological method is also a method of researching data on the thesis work. As a result of typology, statistically stable groups of features have been formed that create a model for organizing office work in the field of municipal government.
The empirical base is the observation and analysis of the organization of office work in the Administration of the Bolkhovsky district. That is, the database includes documents issued by the Administration of the Bolkhovsky District: organizational (charter, job descriptions, instructions for office work); administrative (decrees, orders, decisions); information and reference (certificates, acts, letters, telegrams, telephone messages and faxes).
Research methods: Generalized analysis, synthesis, comparative method, observation.
Research:
1. A comprehensive analysis of the organization of documentation support in municipal authorities was carried out. The definitions of municipal authorities and documentary support of management are considered, as well as the system of organization of documentary support of management in municipal authorities is disclosed.
2. The nature and features of office work in local governments are revealed. The classification of office work and the characteristics of the organization of workflow in local governments are described.
3. Theoretical and practical data were studied on the example of the Administration of the Bolkhovsky district. The structure of the administration of the village council is described and the features of the organization of documentation support for the Administration of the Bolkhovsky district are characterized.
Graduate work consists of introduction, three chapters, six paragraphs, conclusion, bibliography and appendices. The total amount of work is ………….. pages of typewritten text.
CHAPTER 1. DOCUMENTATION FOR MANAGEMENT IN MUNICIPAL AUTHORITIES
1.1 The concept of municipal authorities and documentation management
Municipal authorities are bodies elected directly by the population and (or) formed by the representative body of the municipality, endowed with their own powers to resolve issues of local importance.
Municipal authorities can be defined as local self-government.
Local self-government bodies are bodies of self-governing territorial communities, which, in fact, are municipalities. These bodies are formed directly by the population or representatives of the population (representative body) and are responsible for the improper exercise of their powers, primarily to the residents of the municipality. They have a special place in the democratic system of government of society and the state, and it is determined, first of all, by the fact that the presence of self-government bodies ensures such decentralization of the management system, which makes this system the most suitable for ensuring the interests of the population on the ground, taking into account historical and other local traditions. With the help of local self-government bodies, the organization of local authorities is carried out, independent decision citizens of issues of local life, organizational isolation of local affairs management in the system of governance of society and the state.
Local governments are not part of state mechanism management. According to the Constitution of the Russian Federation (Article 12), they are not included in the system of state authorities, therefore they represent an independent form of the people exercising their power. At the same time, not being public authorities, local self-government bodies carry out activities that are of an imperious nature, since they are one of the forms of realizing the power of the people. Therefore, decisions taken by them within their powers are binding on the territory of local self-government for all organizations, officials, citizens, public associations. The vesting of local self-government bodies with separate state powers is carried out only by federal law and the laws of the subjects of the Federation. They also determine the conditions, as well as the procedure for state control over the implementation by local governments of certain state powers. At the same time, the exercise of local self-government by state authorities and state officials is not allowed. Decisions of local self-government bodies can be canceled by the bodies that adopted them, or declared invalid by a court decision.
In accordance with Art. 131 of the Constitution of the Russian Federation, the structure of local self-government bodies is determined by the population independently. The population can approve the structure of local self-government bodies at a local referendum. The decision on the structure of local self-government bodies may be taken by the representative body of the municipality and enshrined in the charter of the municipality. The federal law of August 28, 1995 "On the general principles of the organization of local self-government in the Russian Federation" provided for only one obligatory local self-government body, which should be in every municipality: a representative body of local self-government. The Federal Law of October 6, 2003 "On the General Principles of the Organization of Local Self-Government in the Russian Federation" resolves in a new way the issue of the presence of local self-government bodies in the structure binding bodies, paying much more attention to the legal regulation of the formation and activities of local governments than the Federal Law of 1995.
The structure of local self-government bodies is made up of the representative body of the municipality, the head of the municipality, local administration, control body municipal formation, other bodies of local self-government provided for by the charter of the municipal formation and having their own powers to resolve issues of local importance. The procedure for formation, powers, term of office, accountability, accountability of local governments, as well as other issues of organization and activities of these bodies are determined by the charter of the municipality. The participation of public authorities and their officials in the formation of local self-government bodies, the appointment and dismissal of local self-government officials is allowed only in cases and in the manner prescribed by law. A change in the structure of local self-government bodies is carried out only by amending the charter of the municipality. The decision of the representative body of the municipal formation to change the structure of local self-government bodies shall enter into force not earlier than upon the expiration of the term of office of the representative body of the municipal formation that made the said decision. Financing of expenses for the maintenance of local self-government bodies is carried out exclusively at the expense of the own incomes of the budgets of the respective municipalities.
The functions of local self-government are determined by its nature, place in the system of democracy, those tasks and goals towards which municipal activity is directed. The functions of local self-government are understood as the main directions municipal activities. The functions of local self-government are distinguished by a certain stability and stability, because they manifest a constant, purposeful impact of the population, local self-government bodies on municipal relations in order to most effectively address issues of local importance. Together, they show the possibilities and effectiveness of the local self-government system, characterizing the social purpose of local self-government (proper) and the process of its implementation (existing). Taking into account the role of local self-government in organizing and exercising the power of the people, the tasks solved in the process of municipal activity, and the powers of local self-government, the following main functions can be distinguished:
1. ensuring the participation of the population in solving issues of local importance;
2. management of municipal property, financial resources of local self-government;
3. ensuring the integrated development of the territory of the municipality;
4. ensuring the satisfaction of the needs of the population in socio-cultural, public utilities and other vital services;
5. protection of public order;
6. representation and protection of the interests and rights of local self-government guaranteed by the Constitution of the Russian Federation and federal laws.
According to the Constitution of the Russian Federation, local self-government in the Russian Federation is carried out in various organizational forms (Article 130). Together, these forms form a system of local self-government within the respective municipalities, through which the solution of issues of local importance, local life is provided. The unity of the system of local self-government is due to the fact that it is based on democratic principles organization of local self-government in the Russian Federation, is built taking into account the role and functions of local self-government in society and the state, as well as historical and other local traditions, and is determined by the population of the respective municipalities independently. The unity of this system is manifested in the delimitation of the subjects of jurisdiction and powers between the various forms of its implementation, as well as in the fact that all its organizational forms are in close interconnection, interaction and interdependence. Within this interconnection and interdependence, some forms are derived from others or are linked by relationships of leadership, accountability and responsibility, or accountability and accountability. The federal law establishes the forms of interaction municipal district with urban and rural settlements that are part of the municipal district; allows the formation of a representative body of the municipal district from representatives of the relevant local self-government bodies of settlements. The federal law provides for the development of inter-municipal cooperation. Municipal formations may form inter-municipal associations, establish economic companies and other inter-municipal organizations. The concept of "system of local self-government" is used to characterize the public-power organization and forms of activity of the population, the bodies formed by them to address issues of local importance in the municipality.
The law establishes several groups of organizational forms through which local self-government in the Russian Federation is carried out.
The first group includes forms of direct implementation of local self-government by the population. Direct democracy in the system of local self-government is carried out through various forms of direct expression of the will of the population or its individual groups living within the boundaries of districts, cities, districts in cities, towns, rural settlements in which local self-government is exercised . It plays a special role in its implementation, which is determined primarily by the fact that through such forms of direct democracy as elections, public meetings, and a number of others, the formation and functioning of all the most important parts of the local self-government system - its bodies are ensured. With this in mind, we can say that in the practice of local self-government, forms of direct and representative democracy intertwined, complementing each other. In addition, the role direct democracy in the implementation of local self-government is determined by the fact that some of its forms (local referendums, citizens' gatherings and others) are included in the local self-government system as an integral part of it.
The second group consists of bodies and officials of local self-government, which are entrusted with the main daily work on the implementation of local self-government on the territory of the respective municipalities. Local self-government bodies are one of the foundations of the democratic system of public administration, which allows to democratize the administrative apparatus and decide local issues with much greater efficiency compared to a centralized control system; ensure that the interests of small communities are taken into account in the conduct of state policy; optimally combine the interests and rights of a person and the interests of the regions and the state as a whole.
The third group includes forms of participation of the population in local self-government, in which the central place is occupied by territorial public self-government. Numerous, diverse forms of participation of the population in the implementation of local self-government serve as a mass support for local self-government, strengthen its ties with the population. Their activity manifests a direct civic initiative of the population, fed by the stable interests of various social groups. They transform these interests and traditions into active civic behavior, practical work.
Legal regulation local self-government in Russia belongs to the subjects of the jurisdiction of the subjects of the Federation. The joint jurisdiction of the Federation and the constituent entities of the Russian Federation includes only the establishment of general principles for the system of local self-government. In accordance with this, the Federation has the right to issue laws on the general principles of local self-government and does so. Local self-government is regulated in detail by the laws of the constituent entities of the Russian Federation and the charters of the municipalities themselves. Legal regulation is not limited to principles. The legal basis of local self-government is a combination of various regulatory legal acts and individual legal regulations regulating issues of local self-government. The legal basis of local self-government in Russia includes, first of all, some international legal norms contained in acts of international law. These are generally recognized principles and norms of international law, as well as international treaties ratified by the state. The composition of the legal basis of local self-government in Russia also includes the provisions contained in other legal acts. This is the Constitution of the Russian Federation (Article 12, Chapter 8, etc.); basic laws (constitutions, charters) of the constituent entities of the Russian Federation; framework federal laws(on the general principles of the organization of local self-government, 1995); federal laws issued in the development of framework laws and the regulatory framework of individual parties local government at the federal level (on the financial foundations of local self-government, 1997, on the basics of municipal service, 1998, etc.); decrees of the President of the Russian Federation (for example, on the approval of the main provisions of the state policy in the field of local self-government development, 1999); Decrees of the Government of the Russian Federation (for example, on federal register municipalities, 1998); decrees Constitutional Court the Russian Federation (the Court pointed out, for example, that the subjects of the Federation are not entitled to replace local self-government bodies by creating local government bodies of the subject of the Federation); laws of the constituent entities of the Federation on local self-government (such laws or laws with a similar name have been adopted in all constituent entities of the Russian Federation); statutes of municipalities; some other legal acts of a particular municipality. The legal framework of local self-government may include the provisions of federal legal acts and acts of the constituent entities of the Russian Federation, which generally relate to other areas of regulation, but include certain norms affecting local self-government issues (for example, laws on education, on librarianship, on the procedure for privatization of state and municipal property, about bowels and others). A special place among the sources of municipal law is occupied by the charters of municipalities and the European Charter of Local Self-Government of 1985. The charter is founding document municipal formation, which has a comprehensive character for this formation, which is the basis of municipal rule-making and is characterized by a special (complicated) procedure for adoption and change.
The charter is the main act regulating the issues of local government within a single municipality. It is adopted either by a representative body or by a local referendum. In accordance with the laws of the constituent entities of the Russian Federation, the charter of a municipal formation should reflect: the boundaries and composition of the territory; issues of local importance related to the jurisdiction of the municipality; participation procedure local population in addressing these issues; the structure and procedure for the formation of local self-government bodies and its officials; names of elected bodies and officials; their term of office; types, procedure for the adoption and entry into force of regulatory legal acts of local governments; guarantees of rights, grounds and types of responsibility of bodies and officials (revocation, expression of no confidence, early termination powers, etc.) issues of municipal service; the procedure for possession, use and disposal of municipal property; features of the organization of local self-government in areas with a dense population of ethnic groups, the Cossacks, taking into account historical and other traditions. Charters of municipal formations are subject to state registration. In addition to charters, the legal framework of a particular municipality includes regulatory legal acts adopted by bodies and officials of local self-government. These may include regulations for the work of local representative bodies, decisions of representative bodies of local self-government (for example, on the establishment of local taxes and fees), provisions on territorial public self-government within municipalities. When regulating the powers of municipal bodies, the principle of subsidiarity is used. As applied to the delimitation of the jurisdiction of the state (RF) and state formations(subjects of the Russian Federation), on the one hand, and municipalities, on the other, it means: issues that can be resolved at the lower level should not be transferred to the upper level; municipal authorities tasks are transferred that citizens' associations cannot cope with through the use of self-organization, other forms of direct democracy.
The concept of the powers of local self-government characterizes its capabilities and responsibilities in each of the areas of jurisdiction. In their totality, the subjects of jurisdiction and powers form the competence of local self-government.
The subjects, holders of authority are local governments, their officials and certain category citizens are voters. Each of these three elements has its own competence (for example, a representative body - in the field of budget, the head of a municipality - in the field of management, citizens - determining the composition of the elected or early recalling them), but when they are combined, taking into account the subjects of jurisdiction, a new quality arises, not peculiar to none of the elements separately, the competence of the municipality. The list of jurisdictions given above indicates that local self-government has significant competence in various areas. The subject of jurisdiction and authority merge into a specific event, constituting in this event the competence of local self-government and the more specific competence of the body (for example, the head of the administration of the municipality) that carries out the task. General provisions on the subjects of jurisdiction of the municipality receive their specification in the powers, constituting, together with the former, the competence of the municipality, which is developed in the powers of its bodies and officials.
Office work is a branch of activity that provides documentation and organization of work with official documents. In the process of activity of any enterprise, organization or institution, management decisions are made on various issues. At the same time, the necessary information for decision-making and the decisions themselves can be presented in the form of documents. Therefore, office work is also called management documentation. Efficiency of management, profitability, efficiency, work culture of management employees depend on the organization of office work. The development of new information technologies in management, new office programs is carried out on the basis of traditional office work rules. Office work consists of two inextricably linked components: documentation and organization of work with documents.
All operations with documents are regulated by the regulatory and methodological framework of office work. It governs:
- rules for paperwork;
- rules for working with documents;
- ensuring the safety of documents;
- the procedure for transferring documents for archival storage;
- work of office work service (functions, structure);
- introduction of new information technologies;
- work with documents that have a stamp of access restriction;
- legal aspects related to documents and other issues.
Issues of documentation support of management are regulated by:
- laws of the Russian Federation;
- state and industry standards;
- all-Russian classifiers;
- state and industry instructions for office work;
- instructions for the office work of a particular organization.
Documentation management performs a number of the following functions.
Establishment of forms and details of documents. Having drawn up the text of the document, it must be correctly formatted so that it has legal force. The procedure for issuing official documents is determined by GOST R6.30-2003 Requirements for the execution of documents, which sets out the rules for issuing each element of the document. The document consists of a number of its constituent elements, which are called details. Since the professional term props has appeared, we will reveal its content. In GOST 351141-98 for terms and definitions, the requisite of a document is called “an obligatory element in the execution of an official document”. Various documents consist of a different set of props. The number of details characterizing the documents is determined by the purposes of creating the document, its purpose, requirements for content and form this document, a way of documenting. In addition to the requisites, a document can also be characterized by such features as originality and copying, authenticity and forgery, the physical state of the document, paper format, method of manufacturing the document. Many documents have a strictly limited number of details. The absence or incorrect indication of any details in the service document makes the document invalid. For a number of documents issued by public authorities and public administration, the composition of the details of documents is established in legislative and regulations. Documents, the form of which is not provided, must contain the following mandatory details:
a) the name of the document;
b) the date of preparation of the document;
c) the name of the organization on behalf of which the document is drawn up;
d) the content of the business transaction;
e) measuring instruments of economic transactions in physical and monetary terms;
f) the names of the positions of persons responsible for the business transaction and the correctness of its execution;
and) personal signatures the indicated persons.
The set of details that make up the document is called the document form. A form characteristic of a particular type of document, for example, an order, an act, is called a standard form. A standard form is characterized by a certain number of details arranged in a strict sequence. When, in the 1920s, work began on the unification and standardization of documents in our country, the first state standards for documents were developed regarding their form and placement of details. These standards were in effect until the early 1940s. Once again, work on document standardization resumed in the 1960s. In 1965-1975. standards have been developed that establish requirements for individual documentation systems used in the field of management (foreign trade, domestic trade, organizational and administrative, primary, accounting).
Organization of office work in public authorities and local self-government
NON-STATE EDUCATIONAL INSTITUTION
HIGHER PROFESSIONAL EDUCATION
KUZBAS INSTITUTE OF ECONOMICS AND LAW
FACULTY OF LAW
Test
By discipline: "Documentation of management activities"
on the topic "Organization of office work in public authorities and local self-government"
Completed by: student of group 303
Panshina E. Yu.
Checked:
Kemerovo, 2010
Introduction……………………………………………………………………..…. 3
1. Document flow as the basis of the activities of the authority…………...…. 5
2. The Russian model of office work in public authorities and local self-government………………………………………………….….. 7
3. Choice of approach to workflow automation………………………10
4. Systems organizing electronic document management…………….….. 12
6. Automation of the exchange of documents between authorities………...…18
7. EDD systems for authorities of different levels……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………20
8. Decision for the local government………………………….... 21
Conclusion…………………………………………………………………...…23
List of used literature………………………………………….. 25
Introduction.
The need to automate office processes and organize electronic document management is recognized today by state authorities and local governments in almost all subjects of the Russian Federation. But along with the understanding of such a need, a number of questions arise, without receiving answers to which it is impossible to proceed to the practical implementation of projects.
Where should you start implementing the system? How to break the whole project into stages so that the effect of the implementation is obvious after the first stage, and grows with each subsequent stage? Which of the available technical means should be upgraded in the first place, and which can wait? What financial resources should be provided in the budget, broken down by years, based on the realities of a particular region?
the planned modernization of the technical park.
much time is devoted to the study, analysis and compilation of various
documentation. Especially great difficulties arise, as a rule, when
development of production documents, which is primarily due to the lack of special knowledge of the compilers. The elimination of unproductive time spent in the processes of compiling and using documents requires a reasonable combination of formalization and creativity, and this, according to the authors, requires, on the one hand,
familiarization of the drafters of documents with the most general laws of perception of documents, on the other hand, and this is the main task - the formulation and systematization of general rules and norms for the preparation of basic documents.
aim control work is the study of the theoretical foundations of the organization of office work in public authorities and local self-government.
According to the purpose of the control in the work, the following tasks:
Define the concept of workflow;
Consider the Russian model of office work in public authorities and local self-government;
Identify EDD systems for different levels of government;
Consider automating the exchange of documents between authorities.
RF dated June 15, 2009 No. 477. On the basis of these Rules, the federal executive authority, in agreement with the federal executive authority in the field of archiving, issues an instruction on office work. These Rules do not apply to the organization of work with documents containing state secrets.
Documents are drawn up on forms (standard sheets of A4 or A5 paper) or in the form of electronic documents and must have a set composition of details, their location and execution. Sample forms are approved by order of the head of the executive authority.
All documents are divided into incoming, outgoing and internal. Incoming documents go through primary processing, registration, preliminary consideration in the clerical service, are transferred to the management for consideration, and then get to the performers. After execution, the documents are placed in files.
Each body forms its own documentary fund. The nomenclature of the body's files is coordinated with the expert and verification commission of the relevant federal state archive. Cases of permanent and temporary (over 10 years) storage are transferred to the archive. The Resolution establishes the procedure for working with electronic documents.
The term "workflow" is currently used extremely widely and is found in the description of almost every information system. Workflow automation is implemented by many systems, and each of them claims to be "an integrated approach to workflow automation." At the same time, the variety of systems is the widest: from warehouse accounting systems to software for controlling technological processes.
"document flow", "office work", etc. are considered exclusively in the context of organizing the work of public authorities and local self-government. Accordingly, the terms are interpreted exclusively with the use of national regulations as applied to the work of government bodies.
According to the definition (GOST R 51141-98), document flow is "the movement of documents in an organization from the moment they are created or received until the completion of execution or dispatch", that is, the full life cycle of the entire set of documents in an organization before they are transferred to the archive or for destruction.
Office work, or "documentary management", according to the same source, means "a branch of activity that provides documentation and organization of work with official documents." That is, office work is a set of organizational mechanisms for maintaining and controlling the workflow of official documents. However, in the "Standard Instructions on Office Work in the Federal Executive Bodies" dated November 27, 2000, office work functions are no longer limited to regulating only official document flow. This allows us to assert that office automation systems should control not only the circulation of registered (official) documents, but also draft documents.
In Russia, on a national scale, a unified technology for working with management documents has developed, the so-called state system of documentary support for management (GS DOW). Russian office work has no analogues in other countries either in terms of the detail of working out the technology for working with documents, or in terms of the scale of distribution. And if in the West the development of office automation stimulates the development of document management technologies, then in Russia, as a rule, we are talking about the automation of the traditionally established technology of office workflow.
What are the features of the "Russian model" of office work? There are three most striking benefits:
Control over the document, starting from the moment of its receipt;
Centralization of control functions;
Uniform norms of document circulation.
control immediately after "birth" - that is, affirmation. At the same time, the relationship of documents is tracked - if one document appeared as a result of the implementation of a decision made on another document. All this makes it possible to track the path of any document received by a state authority and local self-government with a guarantee - after all, not a single registered document can disappear without a trace.
The maximum centralization of control over the document flow implies that the document must first be reported to the management, and only then, acquiring resolutions in accordance with the service hierarchy, it goes down to the direct executors.
Another important feature of the "Russian model" is the presence of unified and detailed rules for working with management documents in organizations, regardless of their field of activity. All activities of clerical services - expeditions, offices, control groups - are regulated up to the rules for filling out registration journals, file cabinets and reporting forms.
can talk about the automation of traditional office work using modern information technologies.
office work. At the same time, nothing prevents including in the automated system the possibility of linking the card with the electronic image of the document itself (text and even image, sound and video). Thus, technological conditions are created for the transition to electronic document management. The transition to electronic document management, in turn, creates the preconditions for the formation of electronic archives with effective mechanisms for reference and analytical work on a variety of documents in various forms of presentation.
On the other hand, the use of a computer network creates conditions for the decentralization of the performance of various office functions while maintaining centralized control over document flow. It is possible, for example, to allow departments and even individual employees to independently register documents and at the same time centrally control their passage. Moreover, the presence of a network connecting territorially remote authorities allows for centralized control over document flow, which is impossible to implement within the framework of purely paper technology.
models, the loss of documents can only occur due to a direct violation of office work instructions.
3. Choice of approach to workflow automation.
The need to automate the workflow of public authorities and local self-government is now obvious to everyone.
Office work using paper journals and file cabinets is incompatible with the requirements of improving the efficiency of the work of civil servants for several reasons.
and processing data from heterogeneous and decentralized file cabinets.
File cabinets of documents are usually separated from performers. They contain incomplete and non-operational information about the status of documents.
management problems.
Microsoft, together with partners, offers two phased software and methodological solutions in the field of organizing document flow for public authorities and local governments:
Electronic document management and office work.
is in the short term the main approach to the automation of workflow in public authorities and local governments.
Documents processed by the authority, including those transmitted using computer technology, have two forms - traditionally paper and electronic. Such a symbiosis is a consequence of the fact that modern means of preparing documents imply an electronic form of document storage, while the regulatory framework and established rules of circulation are paper. Also, the most important argument in favor of saving paper documents is the unsurpassed convenience of working with them. Rules and habits change much more slowly than the capabilities of modern information technology.
In public authorities and local self-government, apparently, for a long time, when processing documents in electronic form, operations requiring the creation of their paper copies will be saved. As a rule, managers prefer to work with documents in paper form. In addition, while the exchange of official documents between authorities and their transfer to state archives also takes place in paper form.
Electronic document management and office work (EDD) is a technological response to the modern requirements imposed by the current political and economic situation on the effectiveness of Russian state authorities and local self-government. EDD is also supported by the experience of its implementation in Western government bodies, and examples of operation in large, progressive Russian commercial structures.
4. Systems that organize electronic document management.
As mentioned above, electronic document management is a set of new technologies for working with documents. The applied technologies allow organizing "seamless" interaction of systems providing various document processing operations. First of all, these technologies include:
Electronic analogue of a handwritten signature;
Means of data transmission;
Means of storing electronic information.
These technologies allow subsystems performing various functions to organically complement each other. Such interaction can dramatically increase the efficiency of civil servants when working with documents.
Electronic document management allows you to create a single information space in the authority, integrating all documentary systems into the information node. Integration is carried out without losing the quality of work with documents, while preserving the traditions of Russian office work. The basis of such integration is a reliable document storage and document management systems that interact with it. All processed documents are stored in a single repository, which allows for optimal search and selection of information when preparing materials. At the moment, in most authorities and local self-government, many operations are already performed using computer technology. The task of the automated system is to organize effective collective work on the texts of documents and provide each civil servant with a rich information space to ensure their activities.
5. Workflow of official documents.
The main goal in the development of electronic document management technologies was to achieve the maximum continuity of the rules and techniques of paper document management and journal-file office work, which makes it possible to ensure a painless transition from traditional to modern technologies.
The records management system processes documents stored in a single repository of documents of the authority. This allows you to include documents processed by official document management in a single information space of the authority.
The electronic document management technology is supported by the following functionality of the system:
scanning and recognition of paper documents using built-in OCR technology;
Attaching to the registration card (RC) an electronic image of the document in the form of a file (files) of any format;
Providing each official - a participant in the clerical process - with his own personal virtual office, which ensures that the official has access only to documents related to his competence;
Ensuring the process of approval (vising) of draft documents;
using certified means;
Formation and execution of cases, i.e. grouping of executed documents into cases in accordance with the nomenclature of cases and systematization of documents within the case;
Archival storage of electronic documents, affairs of the authority.
The main unit of accounting in the system is the RC of the document, the completeness of the details of which provides the possibility of generating statistical and analytical reports on various information slices, ease of search.
At the same time, the main set of details of the RK can be expanded with an arbitrary set of additional details, determined for each group of documents. According to the additional details of the Republic of Kazakhstan, it is possible, along with the main details, to search and select data when generating reports. Upon receipt of an electronic incoming document, its registration is carried out automatically. For the document received as a result of the exchange between the two EDD systems, most of the details of the RK are generated automatically. The electronic image of the document is attached to the AC. At the same time, the identity of the document provided with EDS and cryptoprotection is verified. If the incoming document arrives in paper form, the system provides a call to the optical text recognition package, and upon receipt of its electronic image, it is returned to the office management system with the simultaneous attachment of the document to the AC. The user of the system, who has attached the document file, sets the access rights to the file at the secrecy level, as well as protection (cancellation of protection) from editing.
If it is necessary to translate a relatively large volume of paper documents intended for execution and storage in electronic form, it is proposed to use the "Stream registration" option. In this case, after entering the registration data about the document in the Republic of Kazakhstan, the user of the automated workstation (AWS) of in-line registration prints on the first sheet of the barcode, which corresponds to the internal system number assigned by the system to the registered document. After that, the documents in random order from various stream registration workstations arrive at the scanning workstation equipped with a high-speed scanner. Scanned electronic images of documents enter the database and, thanks to the barcode extraction technology, are attached to the corresponding registration cards of documents.
After registration, the AC with the attached document is sent over the network to the official responsible for making a decision on the execution of the document, and then to the executors of the document in accordance with the details of the resolution. At the same time, each manager or executor is endowed with certain rights that make it possible to ensure the organization of work with documents as close as possible to traditional work at a table on which documents that are within the competence of this employee only and which are either waiting for the start of execution (in the Received folder) are arranged in folders , or accepted by the employee for execution (in the On execution folder), or transferred to subordinates with an indication of the deadline for execution (in the On control folder).
In the course of working with electronic documents, a combined full-text and attributive search for the required document is provided, including through web access to the system's document database.
Files with texts (images) of outgoing and internal documents are also attached to the AC using standard technology. The outgoing document, accompanied by the requisites of the Republic of Kazakhstan, can be protected by an EDS, encrypted and transferred to the addressee.
Thus, in conjunction with the possibility of registering documents received via communication lines, corporate electronic document management is provided. Executed documents are formed into cases and transferred to archival storage.
6. Automation of the exchange of documents between authorities.
Currently, legacy automated document management systems are already in use in many public authorities. They are built on different software and hardware base. Some of them, supplied by Microsoft partners (including the Delo system of the Electronic Office Systems company described above), are implemented on the basis of modern technologies. Also, a significant number of systems of previous generations based on MS DOS and other platforms are still in operation. The unification of systems in all state bodies in the foreseeable future is impossible both for political (the rights of subjects of the Federation and local governments) and practical considerations. Implementation and, especially, replacement of operating systems is a rather long, difficult and expensive process.
and would allow the connection of various systems.
The exchange of electronic documents must be properly secured. Documents must be provided with an electronic signature, which guarantees the authorship and the invariance of the content of the document, and in some cases - closed by cryptographic means from unauthorized access.
Each organization has many correspondent organizations with which documents are exchanged, and all may have different message formats and even networks. It is inappropriate to load the systems of individual organizations with the function of constant support of service information necessary for organizing the exchange. It is logical to build document exchange not on the principle of "each with each", but on the basis of the "star" principle - based on Document Exchange Centers (DPCs).
Data centers can perform the following set of functions:
Transformation and coordination of formats of incoming-outgoing documents;
Support for address databases and calculation of document delivery routes;
Guaranteed delivery of documents;
Support and synchronization of directories.
For integration with the data center, legacy corporate systems, if necessary, can be supplemented with special interface modules that provide preliminary format conversion and exchange procedures with the data center.
7. EDD systems for authorities of different levels.
Solution for municipal and other authorities with a small amount of document flow This category can conditionally include municipal management structures with a small amount of document flow that do not have sufficient technical base for the implementation of a full-fledged EDD system. For them, a single-user solution can be recommended, equipped with the means of secure exchange of electronic documents with a higher organization - directly or through the data center. The user of such a solution is usually an employee responsible for the organization's office work. At the same time, work is carried out with paper documents, but the system maintains registration of incoming / outgoing documents, registration of resolutions on documents, documents written off to the case and archived. With a large number of employees, a record of the movement of paper originals can also be kept. Documents received in electronic form from a higher organization are immediately registered, printed and begin to be executed before the arrival of paper originals. The parent organization automatically receives a notification that the document has been registered. This solution allows:
Accelerate the exchange of incoming / outgoing documents with a higher organization;
Reduce the number of "lost" documents whose whereabouts are unknown.
8. Solution for the local government.
division and working not only with documents from organizations, but also with letters and appeals from citizens and enterprises. Such organizations usually have a sufficient fleet of personal computers connected to a local network. For them, a multi-user solution can be recommended with the number of jobs from 5 to 20, equipped with means of secure exchange of electronic documents with higher and lower organizations (directly or through a data center), communication with a portal for informing and receiving applications from citizens and organizations and the possibility of remote Internet access. access to EDD system data. The system should provide registration of incoming / outgoing documents, accounting of resolutions on documents, documents written off to the case and being archived. A record of the movement of paper originals must also be kept.
The users of such a solution are usually not only office personnel, but also a number of employees of functional departments. Since most of the employees of such organizations have personal computers, within the framework of such a solution, work with part of the documents can be organized mainly or exclusively in electronic form. Incoming paper documents can be digitized, and all further work with them can already be done electronically. The process of execution of documents (imposition and execution of resolutions) can also be organized in electronic form.
If the organization has a permanently available channel on the Internet, remote access to the EDD system can be organized through a web interface, which allows you to control the progress of work both for officials who are away and for higher organizations.
This solution allows:
Reduce the burden on office personnel by transferring part of the functions to departments;
Increase the effectiveness of control over the execution of documents;
Organize an effective storage system for related documents;
Reduce the time to search for the necessary documents;
Reduce the number of "lost" documents whose whereabouts are unknown;
Accelerate and make more efficient the work of employees in the execution of documents;
Reduce the cost of working with appeals from citizens and organizations submitted electronically (through the portal);
To develop and support the portal, as well as organize remote Internet access to EDD system data, a set of Internet technologies from Microsoft (Internet Information Services, ASP technology, Microsoft Index Server) and the API provided by the Delo-Enterprise system for publishing documents can be used. directly from the base.
Conclusion.
A feature of office work and workflow in public authorities or local government, as a system of documentary support for management, is a 100% reflection of management processes in documentary form. Because of this, the processes of office work and document circulation acquire a self-contained character and require their own management system.
Currently, the process of introducing computer technology and networks in public institutions is actively underway, and in many of them the level achieved to date is sufficient for the introduction of modern technologies for working with documents. But in addition to computers and networks, this requires a set of modern software solutions.
The Russian Federation is fully aware of the importance of this direction, which is reflected in the Federal Target Program "Electronic Russia" in general and in a number of its specific activities.
The end result of the administrative activities of the state apparatus depends on many intermediate links, one of which is business-production, which allows for efficiency and flexibility in decision-making. Case-work coordinates all stages of work - from design to practical implementation of solutions. The management process includes the following main typical documented operations:
decision making and documentation; bringing decisions to the executors;
Execution of the decision; execution control; collection of performance information;
Transfer of information through vertical and horizontal links; storage and retrieval of information.
The management apparatus implements its functions mainly through universal and authorized organizational and administrative documents created circulating regardless of the specifics of activities in all sectors of the national economy and public administration. If we take into account that more than 14 million people are employed in the administrative apparatus, and the annual document circulation in the country is approximately 60 billion sheets and continues to grow, then there is no doubt that effective regulatory regulation of this process is of great importance. Document state standards, all-Union classifiers and unified documentation systems act as one of the means of regulating document flows. These and other standards are recognized to stabilize the document flow in the country throughout the entire technological cycle, to create an optimal technology for managing the document management of each
management unit.
List of used literature:
2. Borodina VV Office work in the public administration system. [Text] / V. V. Borodina. Publishing house: RAGS, 2008. - 376s.
3. Kirsanova M. V. Office work in public authorities and local government: textbook. allowance [Text] / M. V. Kirsanova. - Publisher: Infra-M:, 2004. - 256 p. - (Higher education)
4. Kuznetsov I. N. Documentation management and office work. [Text] / I. N. Kuznetsov. – M.: Yurayt, 2008. – 576s.
5. Spivak V. A. Documentation of management activities. [Text] / V. A. Spivak. - Publishing house: Peter, 2008. - 256s.
State system of documentation support for management. General requirements for documents and documentation support services. - M., 1991
Borodina VV Office work in the public administration system. [Text] / V. V. Borodina. Publishing house: RAGS, 2008. - 154С
Spivak V. A. Documenting management activities. [Text] / V. A. Spivak. - Publishing house: Peter, 2008. - 98C.
Borodina VV Office work in the public administration system. [Text] / V. V. Borodina. Publishing house: RAGS, 2008. -184С.
Spivak V. A. Documenting management activities. [Text] / V. A. Spivak. - Publishing house: Peter, 2008. - 68C.
M. I. Basakov. Office work. Textbook for students of educational institutions of secondary vocational education. [Text] / Basakov M.I. Publishing house: Marketing, 2002. -95C.
Kirsanova M.V. Office work in public authorities and local government: textbook. allowance [Text] / M. V. Kirsanova. -Publishing house: Infra-M:, 2004. - 127С.
Kirsanova M.V. Office work in public authorities and local government: textbook. allowance [Text] / M. V. Kirsanova. - Publisher: Infra-M:, 2004. - 154C.
ANSWER: office work- grouping documents into cases/groups united by common theme. Grouping is carried out in accordance with the approved classification of documents. The classification of documents must be approved by the Director General at the beginning of the year. Any changes/additions must be approved. After registration of the document, its original or certified copy is placed in the appropriate file. If a copy is placed in the case (if it is necessary to work with the original), it is recorded who has this moment the original is located.
A BUSINESS- this is a set of documents related to a specific issue of the company's activities and placed in a separate folder with the appropriate heading.
In order to facilitate the search for documents in cases and their operational use for management purposes, a list of case titles is compiled, which is called NOMENCLATURE OF CASES. The nomenclature of cases is compiled in accordance with the rules of office work approved by the company. As a result, documents, as they are executed, will fall only into those cases that are provided for in advance by the nomenclature.
There are two types of nomenclature of cases - type nomenclature and specific nomenclature of cases.
Typical nomenclature of cases establishes a list of cases that are typical for a given company, for example, a typical nomenclature of a commercial organization should include cases in accordance with document flows (incoming, outgoing), cases that combine accounting documentation, personnel records management, etc.
Specific nomenclature of cases is a list of case titles that arise as a result of the business activities of a particular enterprise, for example, it can be a case for a follower project or for a company client.
It is most expedient to draw up a nomenclature of cases in the following sequence:
- · nomenclatures of cases of structural subdivisions are compiled, and in the nomenclature not only the names of cases are determined, but also the terms of their storage in the archive are established;
- A specialized division of the enterprise compiles a consolidated nomenclature of cases.
After the approval of the consolidated nomenclature of cases in the company, this document is sent to all divisions of the company and becomes mandatory for execution. Doing business outside the nomenclature is not allowed.
Formation of cases- this is the assignment of documents to a specific case in accordance with the nomenclature of cases and the systematization of documents within it. The formation of cases should be carried out centrally at the place of registration of documents (in the office or with the secretary) and must meet the following requirements:
- 1. Only documents (originals or certified copies) executed in accordance with the requirements of the standards.
- 2. Documents DO NOT BE INCLUDED in the file:
- - do not correspond to the heading of the case;
- - incorrectly executed (returned for revision);
- - subject to return;
- - drafts;
- - not certified copies.
Documents are grouped into cases one documentation year. Documents within the case are arranged in a certain order. The basic principles for the arrangement of documents are as follows:
question (on issues raised in the documents);
chronological (according to the dates of documents; documents of permanent and temporary storage periods are formed in different files);
numbering (group homogeneous documents with sequential numbering, for example: invoices, receipts, etc.).
The case should not contain more 250 sheets. If there are more documents, then they are formed in several volumes of the case, wherein on the cover of the case indicate the volume number.
Preparation of executed documents for storage is the final stage of the office work process. The selection of documents for storage in the archive or for destruction is carried out annually at the end of the business year. Selection is made special commission. When selecting documents for storage (setting periods of storage) or destruction, the commission should be guided by the "List of standard management documents generated in the activities of organizations, indicating the periods of storage", approved by the Head of the Federal Archive on 06.10.2000.
The period of archival storage of documents is calculated from the beginning of the year following the year of expiration of their validity. For example, if a document expired in May, then its retention period will be calculated from January 1 of the next year. For the documents selected by the commission for destruction, an Act is drawn up, which lists the names, indices and headings for the text of the documents being destroyed. The act must be signed by the General Director. The use of documents selected for destruction for economic needs is prohibited. It is also forbidden to burn them. Documents are shredded in special machines, and then the raw materials are handed over to waste paper.
Federal Laws No. 149-FZ of July 27, 2006 "On Information, Information Technologies and Information Protection", No. 63-FZ of April 6, 2011 "On electronic signature", dated July 27, 2010 No. 210-FZ "On the organization of the provision of state and municipal services", Decree of the Government of the Russian Federation dated June 15, 2009 No. 477 "On approval of the Rules for office work in federal executive bodies", dated September 8, 2010 No. 697 "On Unified System of Interdepartmental Electronic Interaction", Decree of the Government of the Russian Federation dated February 12, 2011 No. 176-r "On approval of the action plan for the transition of federal executive bodies to paperless document management when organizing internal activities".