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T.A. QUEEN

DOCUMENTATION OF THE MANAGEMENT

ACTIVITIES

TUTORIAL

SAINT PETERSBURG

Koroleva T.A. Documentation management activities. Educational

allowance. - St. Petersburg: ed. SPbGUKiT, 2013. - 94 p.

The development of this discipline is aimed at the formation of knowledge and

skills in working with organizational and administrative and information and reference documentation regulating the activities of officials of the organization, functions and processes of personnel management of the organization. For students of the Faculty of Mass Communications studying in the specialty 031600 "Advertising and Public Relations", as well as students of the Faculty of Management studying in the specialty 080500 "Management" and 080100 "Economics".

Besides, tutorial can be useful for students of other faculties when studying the disciplines "Office work and correspondence", "Information technology management", "Business culture", etc.

Reviewer: Head of the Department of Information Management and accounting, Candidate of Economics, Associate Professor A.Yu. Smirnov.

© SPbGUKiT, INTRODUCTION Documenting the activities of organizations of any form of ownership is regulated by legislative and regulatory acts. Requirements for the design and preparation of documents are constantly growing.

Control modern organizations is faced not only with the multitude of types and varieties of documents, the complexity of their composition, the requirements for giving legal force to documents, for storing and archiving documents, but also with the need to constantly update the knowledge of employees in the field of office work in accordance with constantly updated laws and regulations.

Under the influence of economic factors, the legal significance of documents increases, which determines the relevance of revising approaches to document management. The development and implementation of documentation support for management as an effective system solves the issues of enterprise success in its own market segment, contributes to the efficiency and quality of organization management.

Documentation is the recording of information on various media according to established rules. Article 11 of the Federal Law of July 27, 2006 No. 149 FZ "On Information, Information Technologies and Information Protection"

establishes that "in federal bodies executive power documentation of information is carried out in the manner established by the Government of the Russian Federation. Rules for office work and document flow established by others government bodies, local self-government bodies within their competence, must comply with the requirements established by the Government of the Russian Federation in terms of office work and document flow for federal executive bodies.

Documents are the basis for acceptance management decisions, serve as proof of their performance and a source for generalization and analysis, material for reference and search work. In management activities, the document acts both as an object of labor and as a result of labor.

Office work is a branch of activity that provides documentation and organization of work with official documents.

Modern office work is not a set of technical operations performed with documents, but a system information support management activities.

Recently, the synonym for the term "office management" has become "management documentation support" (DOE). The appearance of this term is associated with the awareness of the changes taking place in office work and, above all, in connection with the use of automated information technologies in management systems.

1. HISTORY OF THE DEVELOPMENT OF RUSSIAN OFFICE WORK The practice of documenting managerial actions dates back to ancient times. The data obtained by archaeologists and linguists, as well as written documents show that already in the tenth century. in the Old Russian state there was a culture of writing documents. An example is the agreements with Byzantium in 911 and 945, which also mention the practice of compiling other documents - written wills and travel letters for merchant ships.

Already during the reign of Vladimir Svyatoslavovich in Kyiv - the capital of the Old Russian state (978 - 1015) - there was educational institution for children of boyars and senior combatants. From the graduates of this school, applicants were selected for the positions of “printers” - keepers of the princely seal, as well as judicial secretaries, scribes and clerks under princes and other large feudal lords.

From the 14th century the term "clerk" was assigned to all persons conducting office work.

Almost until the end of the XIV century. The main material for writing in Rus' was parchment (specially dressed calf, mutton or goat skin), which is called “charter” or simply “veal” in documents. The most ancient form of the document was a letter - a separate sheet of parchment about 15 cm wide. The dimensions of the document could be different by gluing the following sheets. Documents that lost their value were cleaned off, and expensive material was used again.

Documents were kept in treasuries along with jewelry, as well as in churches and monasteries. These were, as a rule, the central city churches dedicated to the saints chosen as the patrons of the city. Often the very storage in the temple gave the document legal force. For example, in Pskov, written documents were kept at the Trinity Cathedral in chests.

State or church acts that were approved at the veche were placed in the "Casket of the Holy Trinity", thereby giving them legal force.

Gostiny yards and monasteries were also centers of documentation and its storage, since the church had wide legal competence. The monastery itself is quite large. economic enterprise documented his judicial and economic activities, sometimes using free space in spiritual books for this.

In those days, there were a large number of documents - statutory, contributory, deeds of sale: loan, mortgage bondage, fixing the loan of money, life records - with urgent hiring of workers;

full charters - when sold into slavery;

holiday certificates, etc. However, the system of office work has not yet developed.

The system of state office work begins to take shape from the middle of the 15th century. during the formation of the Russian centralized state. The Moscow grand dukes managed to create a strong centralized system of government, in which the Boyar Duma and orders (places with a permanent staff of people involved in office work) performed the most important administrative functions. The origin of the orders is connected with the practice of personal assignments (orders) of the Grand Duke to the closest circle - the princes and boyars to resolve certain issues. government controlled. That is why the period from the XV to the XVII century. It is customary to call the order period - by the name of the first public institutions- orders.

During this period, part of the orders were bodies territorial administration, and part was in charge of individual industries. At the head of the order was an orderly judge, appointed from the Duma ranks. In his charge were clerks from one to ten. The clerks were in charge of the clerks, who, in accordance with the length of service, were divided into “senior”, “middle” and “young”

(juniors). In large orders, clerks were united in "tables" - structural units on a territorial basis. The managerial activity belonged to the order judges, the clerks with the clerks were engaged in organizing and conducting office work. To enforce decisions, there were special positions - interpreters, trumpeters, etc. They delivered the correspondence of orders according to their affiliation, summoned litigants to court, etc.

On the ground, orders were administered by governors who controlled the territory and carried out the instructions of the central authorities. The governors had their own office - the command hut and assistants - "lesser" governors and clerks. The command hut was divided into tables.

In the fifteenth century expensive parchment was replaced by paper, originally imported from Western European countries, and from the second half of the 15th century. - domestic. In those days, paper was made from rags, and ink was made from iron salts and tannins extracted from ink nuts - growths on oak leaves.

Such a text almost did not fade, therefore even now the archival documents of that time are quite well read.

The specific composition of the documents of the order office work was small:

letters - royal decrees sent from orders to places, orders of the king to governors and other local chiefs, replies and reports received in orders from governors, memories - letters between orders, petitions - appeals of citizens to the central government.

Most of the requisites have not yet been separated from the text in the documents of the order office work; the address, the addressee, the date, the designation of the author and the actual content of the document constituted one continuous text. As a rule, the document began with the address, date and designation of the author and addressee, and then the essence of the issue was stated. In the final part, the date and place of writing the document were indicated.

In 1720, Peter I approved the General Regulations, which became the legislative basis for the office work reform. This document introduced a "college" system of office work, taking its name from a new type of institution - collegiums. The composition of the collegiums included: the president, vice president, advisers and assessors. Decisions in these institutions were made predominantly collectively, to which Peter I attached particular importance, noting that "all the best dispensation happens through councils."

This legislative act separates the duties of presence as a decision-making body from office work, which is concentrated in the office, headed by the secretary. Under the guidance of the secretary worked: a notary, an actuary, a registrar, clerks, copyists, translators, interpreters (for interpretation) and a watchman (guard for protection).

The notary kept the minutes of the meetings and the register of outstanding cases, the actuary was responsible for the safety of documents and prepared stationery, the registrar performed a new function for office work - he registered all incoming and outgoing documents in special books.

At each collegium there was a prosecutor who supervised the legality and order of solving cases. A serious innovation was the introduction of the signature of the head of the government office into the members of the board on the document that they discussed. The solved cases were handed over to the archive headed by the archivist.

In the collegiate office work system, a large number of new documents, positions and terms that define them have arisen. From there, the concepts of “decree”, “regulation”, “resolution”, “instruction”, etc. came to us.

At the beginning of the nineteenth century. there was a new reform in the system of public administration and office work. Instead of collegiums, new institutions of the ministry appeared, led by ministers on the principles of unity of command.

Ministries were divided into departments, and those, in turn, into tables.

The legislative act defining the entire system of ministerial structure and office work was the "General Establishment of Ministries". The very concept of office work at that time meant the activity of not only the office, but the entire institution, and the “case” was understood not as a folder with documents, as in modern office work, but the issue being resolved, to denote a concept similar to modern office work, there was the term “writing” .

Authors " General institution ministries" clearly separated two aspects of office work: the forms of documents and the procedure for their movement, the basis of which is the procedure for considering issues adopted in the institution or, in modern terminology, the process of making managerial decisions.

During the period of ministerial office work, the form of documents also changed - forms appeared with an angular arrangement of details. Forms were printed in a typographical way or written by hand. The set and arrangement of props differs little from the modern form. A large amount of specialized literature appears, including theoretical literature, in which the classification of documents is formulated for the first time. Special letters are published regularly - collections of sample documents intended for both officials and private individuals who have to apply to government agencies.

At the end of the nineteenth century. first in the military department, and then in the civilian ministries, typewriters began to be used, which led to the acceleration of the office and made it possible to make several copies of the document at once. In addition, typewritten text has become more compact, resulting in a reduction in the volume of documents. Appearance typewriters was a truly technical revolution in office work and is comparable only, perhaps, with the advent of the computer.

The October Revolution of 1917, aimed at the radical demolition of the old state apparatus, at the involvement of the broad working masses in its activities, radically changed the form of the state apparatus.

For direct control the country created the first Soviet government - the Council of People's Commissars (Council of People's Commissars), and 13 people's commissariats (People's Commissariats) to manage individual industries.

In order to legislate the activities of power structures and streamline the processes of documentation, on October 30, 1917, the Council of People's Commissars issues a decree "On the procedure for approving and publishing laws", and on March 2, 1918. Decree "On the form of forms of state institutions". When developing new technology management used the experience of predecessors, for example, a similar document of the military department of 1911 was taken as the basis for the "Regulations on Writing and Paperwork". Much attention was paid to simplifying and streamlining office work.

In the 1920s, research was organized in the field of management, the scientific organization of labor and office work, and the most important regulatory documents in the field of documentation support for management were published.

Organizational and scientific activity on optimization in the field of management was secured by regulatory documents and the creation of a whole network of public organizations, institutes and laboratories involved in the issues of scientific organization of labor and office work. To coordinate work throughout the country, in 1923 the Council for the Scientific Organization of Labor, Production and Management was formed, and in 1926 the State Institute of Control Technology (ITU).

ITU has prepared a draft of the "General Rules for Documentation and Workflow", which uses the results of the latest foreign and domestic developments in this area.

In the 1930s, a rigid centralized administrative-command control system was formed and strengthened, excluding the possibility of alternative approaches to the office work system. As a result, almost all major research centers involved in the scientific organization of labor and office work are being liquidated. At the same time, maximum efforts are directed to the enslavement of the country's population by legal methods, for which the system of registration of Soviet citizens is being improved.

In some large departments, work was carried out to improve the system of accounting and personnel documentation, and some success was achieved. However, on a national scale, there was discord in the field of management and office work.

To overcome this shortcoming, radical measures were needed, which were supposed to be taken following the results of the 1941 survey.

intersectoral meeting on office equipment. The program adopted at this meeting contained the issues of creating an organizational and methodological center, developing a regulatory framework, mechanizing labor in office work, etc.

The practical implementation of this program was prevented by the Great Patriotic War, and then years of restoration of the destroyed national economy.

Again, an increase in interest in the issues of documentary support of management is observed in the 1960s. Since 1958, the Main Archival Administration under the Council of Ministers of the USSR (GAU) has become authorized to control the setting of the documentary part of the record keeping of enterprises and organizations, and in 1966, the All-Union Scientific Research Institute of Records Management and Archiving (VNIIDAD) was established as part of the Archive Service.

This organization, together with other departmental institutions, developed the Unified State Documentation System (USSD), in which its authors summarized the best practices of their time and proposed the optimal technology for performing management operations and documenting them.

The new edition of this document is called the State Documentation Management System (GS DOW) and fills in the gaps in the USSD in terms of new information technologies. This document was approved by the head of the Main Archive Department in 1988. In the 1970s and 1980s, GOSTs for management documents (GOST 6.38-72, etc.), all-Union classifiers (OKUD, OKPO, OKONH, etc.), unified documentation systems ( USD) and a series of state standards for these unified systems.

In 1993, the All-Russian classifier of management documentation was published, in 1997 - a new GOST R 6.30-97 (Requirements for paperwork), in 1998 - GOST R 51141-98 (Office work and archiving.

Terms and Definitions). The latest regulatory documents reflect changes in documentation and workflow, which were the result of changes in social relations and the emergence of new forms of ownership. In 2000, changes were made to GOST R 6.30-97, and in 2003 it was replaced by a new one - GOST R 6.30-2003.

Computer programs for preparing documents that have become widespread, as a rule, include sets of document templates adapted into the Russian language. Unfortunately, these templates completely ignore domestic standards and traditions in the field of creating and processing documents.

2. REQUIREMENTS OF THE LEGISLATION IN THE FIELD OF DOCUMENTATION The regulatory and methodological framework of office work is a set of laws, regulations and methodological documents that regulate the technology for creating, processing, storing and using documents in the current activities of the institution, as well as regulating the work of the office work service - its structure, functions , states, technical support and some other aspects.

The general principles of organizing documentation support for the activities of individuals (citizens) and legal entities are regulated by the legislation of the Russian Federation.

The Civil Code of the Russian Federation establishes the types of documents used in the creation, registration and liquidation legal entity, determines the types and form of contracts, etc.

The Labor Code of the Russian Federation, which regulates labor Relations, establishes the types and content of employment contracts, the nomenclature and procedure for processing documents for the admission, dismissal, transfer, advanced training of employees of the organization.

The fundamental act in working with documents is the federal law“On information, information technologies and information protection” dated July 27, 2006 No. 149-FZ, which establishes legal regime creation, storage and use of information resources. The law establishes the procedure for documenting information, the ownership of individual documents and arrays of documents in information systems, categories of information according to the level of access to it, the procedure for legal protection of information.

The law of the Russian Federation “On archiving in the Russian Federation” dated November 22, 2004 No. 125-FZ is closely connected with the previous law. The law regulates the processes of formation, organization of storage, accounting, use of archives, as well as liability for violation of the law.

The Law of the Russian Federation “On State Secrets” dated July 21, 1993 No. 5485 (as amended and supplemented on November 8, 2011 No. 309-FZ) regulates relations arising in connection with the classification of information as state secrets, their declassification and protection in the interests of ensuring security of the Russian Federation.

The grounds for classifying information as confidential are contained in Art. 139 Civil Code Russian Federation (Civil Code of the Russian Federation): “Information constitutes an official or commercial secret in the case when the information has actual or potential commercial value due to its unknownness to third parties, there is no free access to it on a legal basis, and the owner of the information takes measures to protect its confidentiality.”

No. 5154-1 establishes legal framework standardization in the Russian Federation, mandatory for all governments, enterprises and entrepreneurs, public associations. The law establishes the procedure for carrying out standardization work, the types of standardization documents and their application, the implementation of state control over compliance with state standards and liability for violation of the provisions of the law.

The law entrusted the Committee of the Russian Federation for Standardization, Metrology and Certification (Gosstandart of Russia) with the formation and implementation of state policy in the field of standardization.

The federal law "On Participation in International Information Exchange" dated July 4, 1996 No. 85-FZ is aimed at creating conditions for Russia's effective participation in international information exchange within the framework of a single global information space. The law establishes the ownership of information products, restrictions on international information exchange (export restrictions), the use of international information exchange facilities (protection of confidential information) and other issues of international information exchange.

The Law of the Russian Federation "On Electronic Digital Signature" dated January 10, 2002 No. 1-FZ defines the basic concepts in the field electronic document management and requirements for a legally significant electronic document.

The basic concepts, principles and basic rules for conducting office work are set out in the State Standards.

There is an independent set of standards for unified documentation systems and the Unified System for Classification and Coding of Technical and Economic Information GOST 6.01.1-87. one system classification and coding of technical and economic information.

GOST 6.10.3-83. Unified documentation systems. Recording information of unified documents in a communicative format.

GOST 6.10.4-84. Unified documentation systems. Giving legal force to documents on a machine carrier and a machinogram created by computer technology. Basic provisions.

GOST 6.10.5-87. Unified documentation systems. Requirements for the construction of a sample form.

GOST 6.10.6-87. Unified system of foreign trade documentation.

Sample form.

GOST 6.10.7-90. Unified system of foreign trade documentation. Check.

GOST 7.32-91 (2000). System of standards on information, librarianship and publishing. Research report. Structure and rules of registration.

GOST R 6.30-2003. Unified documentation systems. System of organizational and administrative documentation. Documentation requirements.

GOST R 51141-98. Office work and archiving. Terms and Definitions.

In order to reduce the number of documents, reduce labor and time costs for their preparation for processing, achieve information compatibility of automated databases, unified documentation systems (UDS) are created - a set of interconnected unified forms of documents that provide a documented presentation of data in certain types of economic activity, means of their maintenance, regulatory and methodological materials for their development and application.

Currently there are eight DRDs:

unified system of organizational and administrative documentation;

unified system of banking documentation;

a unified system of financial, accounting and reporting accounting documentation of budgetary institutions and organizations;

unified system of reporting and statistical documentation;

unified system of accounting and reporting accounting documentation of enterprises;

unified system of labor documentation;

unified documentation system pension fund Russian Federation;

unified system of foreign trade documentation.

At the same time, classifiers of technical, economic and social information are being developed that provide automated processing of data contained in the DDD. Classifiers of technical, economic and social information normative documents containing a systematized set of names of objects presented as classification groups and codes assigned to them.

Currently, there are 37 all-Russian and all-Union classifiers that continue to operate. Depending on the field of application, the classifiers are divided into all-Russian, sectoral and enterprise classifiers.

In terms of content, classifiers are divided into three groups:

1. Classifiers of information about management documents, tasks solved in automated systems management, types of activities, economic and social indicators - the All-Russian Classifier of Standards (OKS), the All-Russian Classifier of Currencies (OKV), the All-Russian Classifier of Management Documents (OKUD), etc.

2. Classifier of information on organizational structures All-Russian classifier of enterprises and organizations (OKPO), All-Russian classifier of branches of the national economy (OKONH), All-Russian classifier of public authorities and administration (OKOGU), etc.

3. Classifiers of information about the population and personnel - the All-Russian classifier of specialties in education (OKSO), the All-Russian classifier of professions of workers, positions of employees and tariff categories(OKPDTR), etc.

For example, OKUD contains information about unified documentation systems and forms of documents allowed for use. The code consists of seven digits and is affixed in accordance with GOST R 6.30- “Unified Documentation Systems. System of organizational and administrative documentation. Requirements for paperwork” in unified forms of documents.

The most complete intersectoral document on the organization of documentation support for management is published in 1990.

State system documentation management support - GSDOU.

GSDOU is a set of principles and rules that establish uniform requirements for documenting management activities and organizing work with documents in government bodies, enterprises (associations), institutions and public organizations.

The provisions of the GSDOU are being introduced into the practice of documentary support through the development industry standards, instructions of ministries and departments on office work, various instructions.

An example of such documents is the instruction put into effect by the Order of the Ministry of Culture of the Russian Federation dated 08.11.2005 N 536 "On the Standard Instructions for Paperwork in Federal Executive Bodies" (Registered in the Ministry of Justice of the Russian Federation on 27.01.2006 N 7418) /6/, as well as instructions for office work developed directly in the organization.

Specific operations of the office work technology and methods of organizing the document management service (DOW) are regulated by the working documents of the organization - an order on the organization of office work, an order on classifying information as confidential, instructions for office work, job descriptions, etc.

2. DOCUMENT 3.1. R equire ments to the docu ment Documents are sources and carriers of information. They serve as the basis for decision-making, reference and information work, having legal force, are evidence. The history of the document is seen as historical source. In management activities, the document is the subject of labor and the result of labor.

The word "document" comes from the Latin "documentum" proof. At the beginning of the 20th century, a document was considered as “a business paper serving as proof of something, confirming the right to something” /16/. Currently, the document is considered primarily as a carrier of information. In accordance with the Oxford Dictionary, “a document is a text or image that has informational value”, and according to GOST R 51141-98, “a document is information recorded on a material carrier with details that allow it to be identified” /7/.

The document can be received different ways: through writing, drawing, graphics, photography, sound or video recording. Having fixed (displayed) information, he thereby ensures its preservation and accumulation, the possibility of transferring it to another person, multiple use, return to information in time.

Correct decision-making requires complete, timely and reliable information. This General requirements to the document as a source of information.

The completeness of information characterizes its volume, which should be sufficient to make a decision.

The information must be operational, i.e. such that during its transmission and processing the state of affairs has not changed.

The reliability of information is determined by the degree to which its content corresponds to the objective state of affairs.

In addition, on workplace the head or performer information should come in a form that facilitates its perception and processing. IN large firms information received by the manager, as a rule, the most important and urgent, is presented in a compressed form.

Each document should be judged primarily on the information it contains. The federal law “On Information, Informatization and Protection of Information” determines that “documenting information is a prerequisite for including information in information resources.

Documentation of information is carried out in the manner established by the state authorities responsible for organizing office work, standardizing documents ... ".

It is the documents, i.e. legally valid information recorded on a material carrier serves as the main evidence of a particular fact in resolving economic disputes with business partners in an arbitration court or labor conflicts with employees of an enterprise in a people's court.

For a document to be valid, it must meet the following requirements:

Do not contradict the laws of the state;

Be within the authority of the authority that issued it;

The form of the document must comply with state standards.

How many losses are incurred by enterprises due to accidentally or deliberately incorrectly drawn up documents. Disorder in the storage of documents can result in the risk of losing valuable information, which can adversely affect the activities of the enterprise.

Errors in the maintenance of personnel records that record the labor relations of an employee with an enterprise and confirm his salary and seniority are a violation of the requirements Labor Code Russian Federation and may cause material losses for employees (for example, in case of incorrect calculation of pensions) or the enterprise itself, when a court decides to compensate the employee for damages from unfair, in his opinion, dismissal.

Thus knowledge modern rules paperwork and organization of office work will help to work without external (with government agencies and partners) and internal (with subordinates) conflicts, focusing on solving problems of production and business activities.

3.2. Classification of documents According to the GSDOU, documents are classified according to a number of criteria.

1) According to the method of fixing information, documents are divided into written, graphic, photo, film, video documents, acoustic.

Written (or hand-printed) includes all documents created by handwriting or typewriting, as well as made on a computer, duplicating machines and typographical method.

Graphic documents include drawings, graphs, maps, drawings, diagrams, plans. Photo, film and video documents are recorded using special equipment on special media. They allow you to capture objects and phenomena that are difficult or impossible to capture by other means.

Acoustic documents allow accurate recording and transmission of sound information, they are widely used in the work of a secretary when taking minutes of meetings, meetings, meetings, etc.

H) A large number of documents are distinguished by name. These are orders, regulations, protocols, orders, instructions, letters, statements, etc.

4) By type, documents are typical, exemplary, individual and template.

Model documents are developed in advance by higher authorities for subordinate organizations with homogeneous functions and are mandatory.

Exemplary documents are also developed by higher authorities for organizations in their system, but they are of an exemplary, advisory nature.

Individual documents are developed by specific organizations for internal use.

Screen-printed documents are produced in a typographical way, and the permanent part of the text of the document is printed on printing machines, and free spaces are left for variable information. Such documents save time on their preparation and increase the overall culture and literacy of documents.

5) According to the degree of complexity, simple documents containing one question are distinguished, and complex documents containing several questions. Simple documents are preferable, since they are easier to process, control execution, search, store.

6) According to the place of compilation, documents are classified into internal and external. Internal - documents drawn up to solve their internal problems and do not go beyond the organization. External - incoming and outgoing correspondence of the enterprise.

7) According to the terms of execution, documents are divided into urgent and non-urgent. An indicator of this feature is the deadline for the execution of the document, which is established by law and the relevant legal acts, as well as telegrams, telephone messages, documents marked "urgent". All other documents are executed within the time limits set by the administration, and are considered non-urgent.

8) By origin, documents are official and officially personal (nominal). The first group includes those created in institutions, organizations and enterprises on the issues of their activities, the second group concerns specific individuals, i.e. nominal (statements, letters, complaints, etc.) 9) According to the degree of publicity, ordinary, secret documents and for official use (DSP) are distinguished. On secret documents and DSP documents are stamped with a restriction of access to the document. The stamp means that a strictly defined circle of people can be familiarized with this document. For the disclosure of information in classified documents, as well as for their loss, the perpetrators are held accountable.

10) According to the legal force, authentic and false documents are distinguished.

Authentic documents are considered to be issued in accordance with the procedure established by law in compliance with all the rules, forged - documents, the design or content of which does not correspond to the truth.

Genuine documents are divided in turn into valid and invalid. A document becomes invalid if it has lost its legal force for any reason (for example, the expiration of a power of attorney).

11) By purpose (stages of creation), documents are divided into originals (originals) and copies.

The original is the original document containing the original information and properly executed. As a rule, the creation of a document is preceded by a draft stage - a document in a preliminary version.

A copy is an exact reproduction of the details of the original, in the right corner of the upper field of which the word "copy" is put down. The copy has no legal force. To give a copy of legal force, it is certified accordingly. It is necessary to distinguish between such types of copies as an extract and a duplicate. An extract from a document is a copy of a part of the document, and a duplicate is the second copy of the document issued in connection with the loss, for example, of the original. Duplicate and original have the same legal force.

12) According to the storage periods, documents are divided into three main groups: permanent storage, temporary storage period over 10 years and temporary storage period up to 10 years.

At various enterprises and institutions, the composition and number of documents created are not the same and are determined by:

A range of issues to be resolved in the process of activity;

The volume and nature of competence;

The procedure for resolving issues (on the basis of unity of command or collegiality);

The volume and nature of relationships with other subjects.

The relationship between the company's divisions and individual enterprises and organizations is stable and regulated by various legal norms, as a result of which all information flows have a stable “programmed” character.

A consequence of the stability of the organization's functions is the thematic limitation of the tasks it solves. These functions are amenable to description, classification, regulation. Thus, the range of issues on which management documents are created is quite stable, reflecting the functional activities of the organization.

Let's consider the influence of information links of the enterprise on the volume and nomenclature of its documentation. Figure 1 shows a simplified structure commercial enterprise and its internal and external communications.

Enterprises suppliers Board of founders Enterprises co-executors Board of founders General Enterprises CEO Secretary Buyers Director Tax Production Accounting Inspection Department Accounting Department Production Bank Personnel Department State Institutions Pic. 1. Simplified structure of the enterprise and its information links The collegial activities of the board of directors (founders) are recorded in the minutes, the administrative activities of the director - in orders and instructions for the main activities and personnel. In addition, the management of the enterprise plans financial and economic activities, which is reflected in the planning documentation. After certain stages of work have been completed or after the calendar deadline, reporting documentation is compiled.

The personnel department (or personnel manager) is engaged in the selection of personnel, staff development, incentives, certification and retraining of personnel. In accordance with this activity, the service prepares regulations, instructions, submissions, draft orders and is engaged in the execution of other documents on personnel. Sometimes these functions are performed by the secretary.

The production and economic activities carried out by the production department are reflected in agreements, contracts, commercial correspondence, etc.

The accounting department draws up financial and accounting documents (balance sheets, annual reports, audit and inventory reports, plans, estimates, accounts, cash books, etc.).

From state and municipal organizations, the enterprise may receive documents regulating various issues of its activities (taxes, security environment and so on.). These documents form a separate group - normative documents of higher authorities.

In addition, employees of the enterprise write, if necessary, statements, autobiographies, issue receipts and personal powers of attorney, i.e.

draw up official documents.

All of these documents relate to management and organizational and administrative documents (ORD). An exception is financial and accounting documents that have specific features of compilation and processing.

Depending on the objective (company profile) and subjective (requirements of the head of the enterprise and business partners) factors in any group of documents may prevail or be insignificant.

Thus, all documents created at an enterprise or organization can be conditionally divided into the following groups /14/:

1) the system of constituent documents;

2) system of organizational documents;

3) system of administrative documents;

4) a system of documents on personnel;

5) system of financial and accounting documents;

6) system of reference and information documents;

7) system of planning documents;

8) system of reporting documents;

9) the system of official-personal documents.

Below we will consider the rules for processing documents used in almost every enterprise, regardless of its specifics.

3.3. GENERAL RULES FOR FORMULATION OF DOCUMENTS Documents are integral part company image, calling card. The modern design of the letterhead, its own corporate identity, high-quality paper, a complete set of information about the company, their correct arrangement on a sheet of paper are especially important for a favorable impact on business partner. Forms are made in a typographical way or using a personal computer. The exception is letterheads of organizations with the image of the State Emblem of the Russian Federation or the coats of arms of the constituent entities of the Russian Federation, which are printed products subject to registration.

Drawing up, execution of documents and documentation of the activities of organizations and divisions are regulated by legislative and regulatory and methodological acts. The document should be based on facts and contain specific suggestions and guidance.

Compliance with uniform rules for paperwork ensures:

1) legal force of documents;

2) prompt and high-quality preparation and execution of documents;

3) organizing a quick search for documents.

In office work, there are uniform requirements and rules for processing documents, which are established by GOST R 6.30-2003.

The standard establishes two main formats of document forms - A4 (210 * 297 mm) and A5 (148 * 210 mm). Most of the company's documents are drawn up on A4 forms. For small letters, references, A5 format forms are used. Forms of the AZ format (297 * mm) are used much less often, intended for business plans, accounting reports, graphs, and A - for reference /8/.

All documents must have margins. The standard specifies the minimum margin size in mm:

left - right - top - bottom - For the convenience of filing documents, the recommended size of the left margin is 30 mm.

As a result of centuries of development in formal business style such language means and ways of expressing content have been developed.

which allow the most efficient recording of management information. The specificity of the business style is expressed in certain style features that distinguish it from other functional styles of the language (literary, scientific, colloquial) and make it the most convenient tool. business communication.

The main features of the business style:

Neutral tone of presentation;

Accuracy and clarity of presentation;

Conciseness of the text.

A neutral tone of presentation is the norm for official business communication.

Management information is official in nature, which indicates the business basis of the relationship between the author and the addressee of the document, emphasizes their impersonal nature, the presence of a certain distance between them. In addition, participants in business communication act on behalf of institutions, organizations, enterprises, i.e. on behalf of legal entities.

Because of this, the personal, subjective moment in the texts should be minimized. Words that have an emotional coloring (words that have diminutive and affectionate suffixes, interjections, etc.) are excluded from the language of documents.

The accuracy of the presentation implies the unambiguity of understanding the content of the document, eliminating ambiguity and ensuring the adequacy of the perception of the text by the author of the document and its addressee.

The accuracy of the presentation is achieved by the use of terminological vocabulary, the use of stable turns - language formulas, the absence of figurative words and expressions, limited compatibility of words, etc. The clarity of the text is determined by the correct compositional structure of the text, the absence of logical errors, and the clarity of the wording.

The conciseness of the presentation of the text is achieved by the economical use of language means, the exclusion of speech redundancy.

Each document consists of individual elements that make it up, which are called details (signature, seal, text, etc.). Initially, the word "props", derived from the Latin "requisitum" (need), meant a set of formal elements of a document, the absence of which deprives it of legal force, and then it began to denote all elements of the document.

The set of details located in the document in a certain way makes up its form. A form specific to a certain type of document is called a standard form.

The Layout Key is developed when creating a documentation system and is a graphical model or scheme for constructing a document. It sets formats, field sizes, location of details.

GOST R 6. 30-2003 establishes the maximum set of details for any of the management documents and their location on paper. There are 30 props in total. Since some of them are mutually exclusive and some of the details depend on the type of document, there will be much fewer of them on a specific document.

The following list of props has been established:

01 - State Emblem of the Russian Federation;

02 - emblem of the subject of the Russian Federation;

03 - emblem of the organization or trademark (service mark);

04 - organization code;

05 - the main state registration number (OGRN) of a legal entity;

06 - taxpayer identification number / registration reason code (TIN / KPP);

07 - document form code;

08 - name of the organization;

09 - reference data about the organization;

10 - name of the document type;

11 - document date;

12 - registration number of the document;

14 - place of compilation or publication of the document;

15 - addressee;

16 - document approval stamp;

17 - resolution;

18 - title to the text;

19 - control mark;

20 – document text;

21 - a mark on the presence of the application;

22 - signature;

23 - document approval stamp;

24 - document approval visas;

25 - print imprint;

26 - a mark on the certification of a copy;

27 - mark about the performer;

28 - a mark on the execution of the document and sending it to the case;

29 - a mark on the receipt of the document by the organization;

30 – identifier of the electronic copy of the document.

The location of the details on a standard sheet of paper and the size of the fields reserved for them are shown in Fig. 2 and Fig. 3.

20 73 88 01 02 03 16 08 09 10 04 05 06 11 12 18 21 22 23 24 28 30 11 12 13 18 18 20 21 22 22 24 40 28 30 3. Location of details on the A4 format of the longitudinal form Requisite 01 - State Emblem of the Russian Federation The State Emblem is placed on the forms of documents of state bodies and institutions in accordance with the Federal Constitutional Law of December 25, 2000 "On the State Emblem of the Russian Federation". Forms with the image of the coat of arms of the Russian Federation can only be made by printing in the manner established in the decree of the Government of the Russian Federation of December 27, 1995 "On streamlining the manufacture, use, storage and destruction of seals and forms with the reproduction of the State Emblem of the Russian Federation" (version of the decree of 08.06 .2001 No. 450). The State Emblem of the Russian Federation is placed on the documents of ministries, departments, as well as authorities: courts, prosecutors, supreme bodies management, etc.

Requisite 02 - Coat of arms of a constituent entity of the Russian Federation The coat of arms of a constituent entity of the Russian Federation will be placed on letterheads in accordance with the legal acts of the constituent entities of the Russian Federation. In this case, it is advisable to indicate on the form of the document also the name of the state - "Russian Federation".

On forms of documents, duly approved images (coats of arms) of territories and settlements can be additionally reproduced Props 03 - Emblem of the organization or trademark The emblem of the enterprise is a symbolic graphic image. As a rule, a trademark is used as an emblem. It is not allowed to replace the name of an enterprise or institution with an emblem. The emblem is placed in accordance with the charter (regulations on the organization) at the level of the name of the organization or in the upper field of the document. The emblem must be registered and must not be displayed on the document unless the organization has official permission. The emblem is also not reproduced when placing coats of arms on the letterhead of the organization.

Requisite 04 - Organization code All registered enterprises have a code according to the All-Russian Classifier of Enterprises and Organizations (OKPO). It is a kind of confirmation of the competence of the organization - the author of the document.

Requisite 05 - The main state registration number of a legal entity The main state registration number (OGRN) of a legal entity is affixed in accordance with the documents issued by the tax authorities.

Requisite 06 - Taxpayer Identification Number / Registration Reason Code (TIN / KPP) Taxpayer Identification Number / Registration Reason Code (TIN / KPP) is put down in accordance with the documents issued by the tax authorities.

Requisite 07 - Document Form Code For the purposes of unification and standardization of organizational and administrative documentation, there is the All-Russian Classifier of Management Documents (OKUD), which establishes the classification of specific forms of documents. The code according to OKUD is affixed only on unified documents, the name of the forms of which is included in the classifier of management documentation. For example, 0222152 - staffing, 0276030 - vacation schedule, etc.

Requisite 08 - Name of the organization The name of the organization that is the author of the document must correspond to the name fixed in the constituent documents.

Above the name of the organization indicate the abbreviated, and in its absence - the full name of the parent organization (if any).

All these names are given in the nominative case. The abbreviated name of the organization is given in cases where it is enshrined in the constituent documents of the organization. The abbreviated name (in brackets) is placed below or after the full name, for example:

MINISTRY OF CULTURE OF THE RUSSIAN FEDERATION FEDERAL STATE BUDGET EDUCATIONAL INSTITUTION OF HIGHER PROFESSIONAL EDUCATION "SAINT PETERSBURG STATE UNIVERSITY OF FILM AND TELEVISION"

(SPbGUKiT) The names of organizations of the constituent entities of the Russian Federation, which have, along with the Russian language as the state national language, are printed in two languages.

The name of the organization in the state language of the subject of the Russian Federation or in another language is placed below or to the right of the name in Russian.

Name of the branch, representative office, territorial office, structural unit organizations are indicated if it is the author of the document, and placed below the name of the organization.

Requisite 09 - Reference data about the organization This attribute is indicated only in letters. Mandatory reference data are mailing address and phone numbers (legal address). At the discretion of the organization, additional reference data may be indicated - fax numbers, address Email etc. Bank details are required only on the forms of letters on settlement and monetary transactions, for example, on letters of guarantee.

The postal address is carried out in accordance with the requirements of the postal regulations of the Ministry of Communications, i.e. street, house number, city, postal code are indicated.

Requisite 10 - Name of the type of document This attribute is one of the most important, since it allows you to judge the purpose of this document, determines the composition of the details and the structure of the text. The name of the type of document is regulated by the charter (regulations on the organization) and is affixed to all documents, except for letters.

The exception is letter of guarantee, which specifies the name of the document. The name of the type of document must correspond to the types of documents provided for by OKUD (class 0200000).

The name of the type of document is printed in capital letters, for example:

ACT, ORDER.

Requisite 11 - Date of the document The date is one of the main details of the document, ensuring its legal force.

The date of the document is the date of its signing or approval, for the protocol - the date of the meeting (decision-making), for the act - the date of the event.

Documents issued by two or more organizations must have one (single) date.

The date of the document is drawn up in Arabic numerals in the following sequence: day of the month, month, year. The day of the month and the month are drawn up with two pairs of Arabic numerals separated by a dot;

year in four Arabic numerals. For example, the date February 12, 2013 should be filled out: 02/12/2013.

It is allowed to arrange the date in the following sequence: year, month, day of the month. It corresponds international standards and is commonly used in international correspondence. In addition, a verbal-numeric way of formatting the date (without quotes) is allowed, for example: February 12, 2013.

Requisite 11 - Registration number of the document Registration number is symbol the document under which it is entered into the information retrieval system of the organization.

The designation can be numeric, alphabetic, or a combination.

For internal documents (orders, protocols, orders, etc.), this is usually a serial number from the beginning of the year. In educational institutions, the numbering of internal documents can be carried out according to academic years, i.e. From september.

The letter number usually consists of the serial number of the letter itself according to the registration journal, the index of the structural unit (or official) that prepared the document, and the case number where a copy of the sent document is filed.

For example: No. 150/22-01, where 150 is the serial number according to the registration log, 22 is the subdivision index, 01 is the case number. Sequence numbers are assigned separately to incoming and outgoing letters.

The registration number of a document compiled jointly by several organizations consists of the registration numbers of the document of each of these organizations, separated by a slash in the order of the authors in the document.

This attribute is placed from the border of the left field under the details "document date" and "document registration number".

Requisite 14 - Place of compilation or publication of the document The place of compilation or publication is indicated in each document, except for a letter that has a postal address.

The requisite is located below the date and registration number of the document.

When registering the requisite, the administrative-territorial division of the country is taken into account, for example: “Mr. Priozersk, Leningrad Region. It should be remembered that before indicating the cities of Moscow and St. Petersburg, as well as cities whose names end in “-grad” and “-burg”, the letter “g.” not set. Before the names of other settlements, the abbreviated designation of the city, town, etc. is put down.

Requisite 15 - Addressee The addressee can be organizations, their structural subdivisions, officials or individuals. The name of the organization and its structural unit is indicated in the nominative case, the position and surname of the person to whom the document is addressed - in the dative, the initials are indicated before the surname, for example:

JSC "Videotekhnika"

Accounting Or to the General Director of Videotechnika JSC

V.A. Belov If the document is sent to several homogeneous organizations or to several structural divisions of one organization, then they should be indicated in general, for example:

Administrations of districts of St. Petersburg The document should not contain more than four addresses. The word "COPY" before the second, third, fourth addresses is not indicated. With a larger number of recipients, a mailing list of the document is compiled.

The composition of the requisite “Address”, if necessary, may include a postal address. The elements of the address are specified in the sequence established by the Postal Rules.

If the letter is addressed to an organization, indicate its name, then the postal address, for example:

All-Russian Research Institute of Documentation and Archiving Profsoyuznaya st., 25, Moscow, Addressing to an individual indicate the last name and initials of the recipient, then the postal address, for example:

Beglov K.V.

st. Sadovaya, d. 80, apt. 4, St. Petersburg, If the letter is addressed to a scientific organization or a higher educational institution and the addressee has an academic title, it is indicated before the surname, for example:

Rector of St. Petersburg state university cinema and television to Professor A.D. Evmenov It is allowed to center each line of the attribute "addressee" in relation to the longest line.

Requisite 16 - Document approval stamp The document is approved by an official (officials) or a specially issued document. When a document is approved by an official, the approval stamp must consist of the word I APPROVE (without quotes), the title of the person approving the document, his signature, initials, surname and date of approval, for example:

APPROVED Director of JSC "Kino"

A.V. Stepanov 20_ It is allowed to center prop elements relative to the longest line.

When a document is approved by several officials, their signatures are placed at the same level.

When a document is approved by a resolution, decision, order, protocol, the stamp of approval consists of the word APPROVED (APPROVED, APPROVED, APPROVED) (without quotes), the name of the approving document in the instrumental case, its date and number, for example:

APPROVED by the minutes of the general meeting of shareholders dated February 15, 2013 No. The stamp of approval is located in the upper right corner of the document.

Approximate list of documents to be approved /12/:

TASKS (for the design of facilities, technical structures, capital construction, technical, etc.);

INSTRUCTIONS (official, office work, safety, internal labor regulations, etc.);

STANDARDS (consumption of raw materials, materials, electricity, number of employees, etc.);

REPORTS (on production activities, business trips, research work);

LISTS (positions of employees with irregular working hours;

standard documents generated in the activities of organizations, indicating the periods of storage, etc.);

PLANS (production, construction and installation works, research works, work of the scientific and technical council, etc.);

REGULATIONS (on the organization, structural unit, bonuses, etc.);

PRICES (for the production of works, etc.);

COST ESTIMATE (for the maintenance of the management apparatus, the use of funds from the enterprise fund, for capital construction, etc.);

STANDARDS (state, industry, technical conditions);

STRUCTURE AND STAFFING;

TARIFF RATES;

FORMS of unified documents;

Props 17 - Resolution The resolution is written on incoming and internal documents considered by management, in the upper right part of the document between the addressee and the text on the first sheet of the document. The resolution includes the names and initials of the executors, the content of the order, the due date, signature and date, for example:

N.V. Morozova, K.P. Stepanova I ask you to prepare a draft agreement with OJSC "NORD"

by 15.02. Personal signature 02.02. If several executors are indicated in the resolution, the first executor specified in the list is responsible for execution.

If it is necessary to write the second and subsequent resolutions, they are located on any free space on the front side of the document.

It is allowed to write the resolution on a separate sheet.

Props 18 - Heading to the text Heading to the text - summary the main meaning of the text of the document. The heading is grammatically consistent with the title of the document, for example:

ORDER on the reorganization of the enterprise or JOB INSTRUCTIONS of the assistant secretary On documents of A5 format it is allowed not to indicate the heading to the text.

Requisite 19 - Mark of control This attribute is affixed only on documents, the execution of which is taken under control. The mark includes the letter “K” or the word “CONTROL”, affixed with a colored felt-tip pen (pencil) or a special stamp.

The mark is placed in the upper right corner of the document.

Requisite 20 - Text of the document The text of the document is drawn up in Russian or the national language in accordance with the legislation of the Russian Federation and the subjects of the Russian Federation on state languages.

The texts of documents are written only in Russian when they are sent to federal government bodies, government bodies of the constituent entities of the Russian Federation, to enterprises that are not under the jurisdiction of this constituent entity of the Russian Federation or located on the territory of other constituent entities of the Russian Federation.

The text of the document in terms of structure, accepted wording, set phrases and syntactic constructions is directly related to the type of document. However, in the practice of office work, general requirements have developed that are applicable to the texts of most management documents:

The brevity and accuracy of the presentation of information, the exclusion of ambiguous interpretation;

Objectivity about the reliability of information;

Drawing up, if possible, simple, i.e. containing one question, documents to facilitate and speed up work with them;

Structuring the text of the document, dividing it into such semantic parts as introduction, proof, conclusion;

Widespread use of template and standard texts in the description of repetitive managerial situations.

Brevity is achieved by using simple sentences, avoiding repetition and unnecessary details. Texts of letters and faxes should not exceed one page. If the document contains more than one page of text, the pages are numbered starting from the second. The page number is placed in the middle of the top margin without dashes or dots.

The accuracy of the presentation of the essence of the document depends on the correct use of words and phrases. When compiling documents, you should often refer to dictionaries (explanatory, spelling, foreign words).

It is customary to divide texts of a large volume into sections, paragraphs, subparagraphs, using numbering in Arabic numerals with dots after them:

In personnel services, questionnaire forms are widely used, containing constant information in the form of questions and a place for variable response information, where answer options can be placed for selection.

Questionnaire forms are often used in marketing documents.

Texts in the form of tables are used in planning, financial, reporting and other documents. A heading is placed above the table, reflecting its content. The columns and rows of the table must have headings expressed by a noun in the nominative case. If the table is printed on more than one page, the columns of the table must be numbered, on the following pages only the numbers of the columns are printed. If there are several tables, then the word “Table” is written above the table on the right and its serial number is indicated (without the number sign). The text of the document should contain links to all the tables contained in it.

Requisite 21 - A mark on the presence of an application If the document has an application indicated in the text, then a mark on the presence of an application is issued in an abbreviated form:

Application: for 4 l. in 2 copies.

The word Appendix, regardless of the number of attached documents, is always used in the singular and is located after the text from the border of the left margin.

If the document has applications that are not named in the text, they are listed with the name, the number of sheets in each application and the number of copies, for example:

Attachment: 1. Certificate of acceptance of work under contract No. 1 dated January 18, 2013 for 4 sheets. in 2 copies.

2. Certificate of acceptance of work under contract No. 124 dated 05.23.2013 on l. in 1 copy.

If the annex to the document is in a single copy, then the number of copies is not indicated. If appendices are bound, the number of sheets is not indicated.

In the appendix to the administrative document on its first sheet in the upper right corner they write "Appendix No" indicating the name of the administrative document, its date and registration number, for example:

Annex No. to the Order of the Director of OAO Kino dated February 12, 2013 No. If another document is attached to the document, which also has an annex, a note on the presence of an application is drawn up as follows:

Attachment: Letter of the Ministry of Culture of the Russian Federation No. 02-6/172 dated January 12, 2013 and its appendix, 20 sheets in total.

If the application is not sent to all the addresses indicated in the document, then a mark on its presence is made out as follows:

Application: for 5 liters. in 1 copy. to the first address.

It is allowed to print the word "APPENDIX" in capital letters, and also to center this expression, the name of the document, its date and registration number relative to the longest line.

Requisite 22 - Signature The composition of the requisite “Signature” includes: the name of the position of the person who signed the document (full, if the document is not drawn up on a letterhead, and abbreviated on a document drawn up on a letterhead);

personal signature;

signature decoding (initials, surname), for example:

Director of OAO Nord Personal signature I.L. Sidorov Or on the form:

Director Personal signature I.L. Sidorov When drawing up a document on the letterhead of an official, the position of this person is not indicated.

When a document is signed by several officials, their signatures are placed one under the other in the sequence corresponding to the position held, for example:

General Director Personal signature A. A. Kotov Chief Accountant Personal signature K. I. Bykov When a document is signed by several officials of equal positions, their signatures are placed at the same level, for example:

General Director General Director of OAO “Kino” OAO “Videoservice” Personal signature G.V. Sidorov Personal signature K.V. Vasiliev When signing a joint document, the first sheet is drawn up not on a letterhead.

The documents drawn up by the commission indicate not the positions of the persons who signed the document, but their duties as members of the commission, for example:

Chairman of the commission Personal signature A.A.Grigoriev Members of the commission Personal signature I.V. Golubev Personal signature A.S. Petrov Personal signature V.O. Belyakov The document may be signed by an acting official indicating his actual position and surname. It is not allowed to put the preposition "For", the handwritten inscription "Zam" or a slash before the title of the position.

Requisite 23 - Document Approval Mark Coordination is a preliminary consideration of the issues contained in the draft document. Coordination can be external and internal. External approval is formalized with a stamp of approval, internal - with a visa.

The document approval stamp consists of the word AGREED, the position of the person with whom the document is approved (including the name of the organization), personal signature, signature decoding (initials, surname) and the date of approval, for example:

AGREED Chairman of Gosstandart Personal signature VV Kotov 05.02. If the approval is carried out by letter, protocol, etc., the approval stamp is drawn up as follows:

AGREED Minutes of the meeting of the trade union committee dated February 21, 2013 No. Props 24 - Document approval visas Internal approval is issued with a “visa”, which contains the signature of the approver, the decoding of the signature (initials, surname) and the date. If necessary, the position of the approver is indicated, for example:

Head of the Legal Department Personal signature N.V. Gorokhov 21.02. If there are comments, they can be drawn up on a separate sheet with the indication “Comments are attached” during the approval.

Visas are affixed on the last page of the first copy of the administrative document, in outgoing documents - on the last page of the copy that will be left in the organization.

It is allowed, at the discretion of the organization, sheet-by-sheet approval of the document and its application.

Requisite 25 - Seal impression The seal impression certifies the authenticity of the official's signature on the documents provided for by special regulations, certifying the rights of persons recording facts related to financial resources.

The imprint of the seal is affixed in such a way that it captures part of the title of the person who signed the document, part of his personal signature and is well readable.

Documents are certified by the seal of the organization. In state organizations, the stamp seal serves for this purpose, in non-state organizations a company seal is used, which is equated to a stamp.

Approximate list of documents certified by the official seal (or the seal of the organization) /12/:

ACTS (acceptance of completed objects, equipment, work performed, write-offs, examinations, etc.);

POWER OF ATTORNEY (for receiving inventory items, doing business, etc.);

CONTRACTS (on liability, supplies, contracts, lease, work performance, etc.);

TASKS (for design, capital construction, technical, etc.);

APPLICATIONS (for equipment, inventions, etc.);

APPLICATIONS (for a letter of credit, for refusal of acceptance, etc.);

CONCLUSIONS AND REVIEWS of organizations on dissertations and abstracts;

EXECUTIVE SHEETS;

TRAVEL PERMITS;

SAMPLES of seals and signatures of employees entitled to conduct financial and economic activities;

REPRESENTATIONS and petitions (for awarding orders and medals of the Russian Federation);

LETTERS (warranty on the performance of work, services, etc.);

ORDERS (banking, budgetary, payment, etc.);

REGULATIONS (on ministries, departments);

PROTOCOLS (coordination, supply plans, etc.);

REGISTERS (checks, budget orders);

ESTIMATE (costs for the maintenance of the administrative apparatus, for costing under the contract, for capital construction);

INFORMATION (about accrued salary, payment of insurance sums, use of budgetary allocations, etc.);

STATE SCHEDULE and changes to it.

Requisite 26 - Mark of certification of the copy When certifying the conformity of a copy of a document with the original, below the requisite “Signature”, put down the certification inscription “Correct”, the position of the person who certified the copy, personal signature, decoding of the signature (initials, surname), date of certification, for example:

Correct Secretary-referent Personal signature A.S. Sergeev 22.02. It is allowed to certify a copy of the document with a seal, determined at the discretion of the organization.

Props 27 - Mark about the executor The surname and initials of the executor of the document and his office phone are placed on the front or back of the last sheet of the document in the lower left corner, for example:

S.I. Novikov 545 25 Requisite 28 - A mark on the execution of the document and sending it to the case The mark is put on the executed documents to be written off to the case for subsequent storage and use for reference purposes.

The note includes: brief information about the execution (if there is no document certifying the execution), if there is a document, a reference to the number and date, the words “To the file”, the number of the file in which the document will be stored. The mark must be signed and dated by the executor of the document or the head of the structural unit in which the document was executed, for example:

In case 4 / The issue is resolved but by telephone with Ch. accountant of JSC UNI-PRINT

02/22/2013 IIsignature Props 29 - Mark of receipt of the document by the organization The mark of receipt contains the serial number and date of receipt of the document (if necessary - hours and minutes) and is affixed to incoming documents by hand or using a special registration stamp.

The registration stamp includes the name of the organization, the place for the date of receipt of the document and the place for its incoming number, for example:

JSC "Nota"

Date_ In. number Requisite 30 - Identifier of the electronic copy of the document The identifier of the electronic copy of the document is a mark (footer) placed in the lower left corner of each page of the document and containing the name of the file on the machine medium, the date and other search data established in the organization.

4. DOCUMENTATION SYSTEMS 4.1. The system of constituent documentation The enterprise begins its existence from the moment of its state registration as a legal entity. Article 51 of the Civil Code of the Russian Federation states that “non-compliance of constituent documents with the law entails refusal of state registration of a legal entity” /4/.

How does the law interpret the concept of “constituent documents”? Clause 1 of Article 52 of the Civil Code of the Russian Federation names the documents on the basis of which legal entities operate.

These documents define legal status legal entity and are called constituent, because they are a necessary prerequisite for the emergence of legal entities /4/.

Most legal entities operate on the basis of an individual charter, for example, joint-stock companies, public organizations, etc.

The statutes of many legal entities should be developed on the basis of by-laws - model (exemplary) statutes approved by government agencies. For example, there is a standard educational institution, which is the basis for the development of the statutes of such institutions.

For other groups of legal entities, the law provides for the simultaneous existence of a memorandum of association and a charter, for example, for a company with limited liability(LLC), associations, unions, etc. Some legal entities operate only on the basis of a memorandum of association. This - business partnerships(full and on faith) (Art. 70 and 83 of the Civil Code).

“The constituent agreement of a legal entity is concluded, and the charter is approved by its founders (participants),” says Article 52 of the Civil Code of the Russian Federation. The different procedure for the adoption of the constituent agreement and the charter testifies to the different legal nature of these documents. The memorandum of association for the establishment of a legal entity is civil law contract multilateral nature, which is concluded by drawing up one document signed by all its participants. By general rule it is mandatory for the founders, as well as for the legal entity created on its basis.

The charter by its legal nature is a special local normative act, which is approved by the founders. At the same time, a specific approval procedure has been established for each type of organization: for example, the charter consumer cooperative must be approved general meeting its members, charter joint-stock company- Constituent assembly by three quarters of votes.

The charter is obligatory not only for the legal entity itself and its founders, but also for all third parties entering into civil and other relations with it. Arbitration courts in their decisions proceed from the fact that the provisions of the charter, in case of their discrepancy with the terms of the memorandum of association, have greater legal force.

Legislators directly provide for cases where a legal entity is created by one founder and has only a charter approved by him as a constituent document.

Article 52 of the Civil Code of the Russian Federation states that the constituent documents determine “the name of the legal entity, its location (legal address), the procedure for managing the activities of the legal entity, and also contain other information provided by law for legal entities of the corresponding type.

Thus, the content of constituent documents is determined by Article 52 “Constituent Documents of Legal Entities”, as well as special articles on legal entities (Art. 70 for a general partnership, Art. 83 for a limited partnership, Art. 89 for a limited liability company, Art. 98 for a joint-stock company, art. 116 for a consumer cooperative) and relevant laws (Banking Law, Exchange Law, Law on Public Organizations, etc.).

The charter of a legal entity consists of several sections:

1) General provisions(indicate the full name, founders and address of the legal entity).

2) Property of a legal entity.

3) Types of activity.

4) The structure of the legal entity.

5) Rights and obligations of a legal entity.

6) Management and control of financial economic activity.

7) Reorganization and liquidation of a legal entity.

ANNOTATION

Information is presented on the procedure for the development and execution of management documentation, on the organization of the clerical service, technology
registration, accounting and storage of documents, on the role, functions and specifics of the work of the secretary of the head.

Special attention paid to the design of the details of organizational and administrative documents. Samples of the most important types of management documents are given.

The manual is intended for students of the specialty 270115 - examination and management of real estate, studying documentation in the management
activities, as well as practitioners management.

The tutorial is an electronic version of the book:
Documentation in management activities: textbook. allowance / K. A. Volkov, A. N. Prikhodko, T. A. Rasina, I. M. Shutova; SPbGASU. - St. Petersburg, 2009. - 140 p.

Introduction
1. Basic requirements for the execution of management (organizational and administrative) documents
1.1. Basic provisions for documenting management activities
1.2. Unification and standardization of management documents
1.3. Types of documents and their classification
1.4. Rules for the execution of management (organizational and administrative) documents
1.5. Paper sizes used in documentation
1.6. Rules for issuing details
2. Organization of workflow and transmission of correspondence. Work with documents
2.1. The concept and principles of organizing workflow
2.2. The procedure for processing incoming documents
2.3. The procedure for processing outgoing and internal documents
2.4. Accounting for the number of documents
3. Rules for registration and indexing of documents
3.1. The concept and systems of registration of documents
3.2. Forms and procedure for registration of documents
3.3. Document execution control
3.4. Analysis of data on the execution of documents
4. Compilation of nomenclatures and current storage of files
4.1. Compilation of nomenclatures of cases
5. Preparing files for archiving
5.1. Examination of the value of documents
5.2. Registration of cases and their transfer to archival storage
6. Organization of office work
6.1. Organizational structure and office functions
6.2. Normative regulation of the work of the clerical service
6.3. Instructions for documenting management activities
6.4. Sheet of forms of documents used in the organization
6.5. Technical means used in business
7. Work with personnel documentation
7.1. Preparation of applications for personnel
7.2. Execution of an order (instruction) on employment
7.3. Doing work book and personal cards of workers and employees
7.4. Decor employment contract
7.5. Registration characteristics
7.6. Curriculum Vitae and Resume
8. Work with organizational and administrative documentation
8.1. Organizational documentation
8.2. Administrative documents
9. Documentation of information and reference materials
9.1. References
9.2. Reporting and explanatory notes
9.3. Acts
9.4. Protocols
10. Writing business letters
10.1. Business letter and its functions
10.2. Varieties of business letters
10.3. General structure business letter
Recommended reading
Applications

Introduction
The preparation of documents and the implementation of document management is called office work, and documents sent to or received from any address are called correspondence.

The purpose of the discipline "Office work and correspondence" is to study the technology and organization of office work to ensure an effective system for preparing documents (correspondence), working with them, storing and destroying them (after the expiration of the storage period).

Discipline tasks:
- know the basic rules for the preparation of documents and workflow, work with documents (correspondence), their storage and destruction;
- know the structure of departments and the functional responsibilities of officials involved in the preparation and work with documents;
- to know organizational and electronic computers and means of communication used in preparing and working with documents;
- master the preparation of documents;
- be able to organize the timely delivery and receipt of correspondence, accurate work with documents of officials, their proper storage and destruction (after the expiration of the storage period), widely using the capabilities of organizational and electronic computers and communications;
- have an idea about the prospects for the development of technology and methods of organizing office work with the constant expansion of the use of the latest organizational and computer technology, as well as promising means of communication (up to space).

Office work as an objective need of society was formed simultaneously with the advent of writing. When people learned to record their thoughts, in particular oral speech, various kinds of documents appeared. These include private letters, IOUs, government decrees and orders, diplomatic correspondence.

The first specialized bodies of the Russian state
authorities - orders - were formed in the XV-XVI centuries. due to the need for centralized control. They were created in Moscow and were intended to manage economic activities. There were clerk's chambers and huts, which exercised state power in the localities and obeyed central orders. Numerous administrative and reporting documents functioned between orders and order chambers and huts as central authorities. This is how the clerkship came about. At the head of the orders were the boyars and landowners, i.e., officials who carried out order paperwork. They came from the service nobility and clergy, were called clerks, clerks and were divided into senior, middle, junior.

A number of orders were engaged in the construction and reconstruction of numerous cities that were built to secure the lands being developed after the collapse of the Tatar khanates (in the steppe regions of European Russia, in the Volga region, on the Kama, in the Urals and Siberia). The main role among them belonged to the Discharge Order, which was in charge of the construction of fortress cities in the southern border regions and regions of the Volga region, as well as the restructuring of old cities. The Siberian order dealt exclusively with Siberia because of the vast territories of this land.

In especially important cases at the time of execution construction works established a special city order. Urban planning and the allocation of plots for construction were carried out by the Local, Zemsky and Detective orders.
A special building institution in Russia of this period was formed in 1584 by the Stone Order, which was engaged in stone construction and harvesting building materials, the conclusion of contracts for the construction and distribution of masters of all professions.

The most important task of the Discharge, Stone, Siberian orders was the creation of a drawing business, the development of which was facilitated by foreign specialists in the Russian service.

At the beginning of the XVIII century. to replace the outdated system of orders, Peter I approves the General Regulations of the State Colleges, according to which in 1718-1720. 12 colleges were created (military, admiralties, foreign affairs, state revenues, state expenditures, mining and factory industry, spiritual - synod, revision, etc.). Subsequently, the number of colleges increased to 16.
(Currently, the building of the twelve collegiums of St. Petersburg houses the State University.)

The process of centralization and bureaucratization of the state apparatus took place throughout the 18th century. At the beginning of the XIX century. Petrine collegiums were replaced by ministries.

In 1812, offices were organized under the ministries, carrying out the official correspondence of the ministries and the preparation of current documentation. The office accepted correspondence for the minister only from the supreme authority and from other ministries.

During this period, the number of officials increased sharply. This influenced the growth of the volume of documentation, the increase in the number of instances of its passage. The solution of important state issues was delayed, and sometimes even lost in the paper flow.

After 1917 on the territory of the former Russian Empire the system of state power was represented by the Soviets of People's Deputies, the Congress of People's Deputies and the Supreme Soviet of the USSR. The highest executive body of state power was the Council of Ministers of the USSR - the Government of the USSR. Until 1991, the Council of Ministers included about 50 ministries and various committees in the rank of ministries. Many of them had analogues in the councils of ministries of each union and autonomous republic, in the administration of territories, regions, districts
and cities. All this led to the formation of a huge army of apparatus
governing a country that requires large financial expenditures.
Currently, the head of state (RF) is the president, the legislative body is the State Duma, consisting of the lower and upper chambers. The executive body is the Council of Ministers headed by the Prime Minister.

Currently, the solution to the problem of document management in developed countries consists of two main steps. The first stage - 1970-1980. At that time, most authors believed that traditional methods work with documents is outdated, that paper documents will be replaced by documents on electronic media. However, in the mid-1980s, it became clear that, despite the abundance of computers, the “paper” flow was increasing, and it was concluded that the coexistence of traditional office work with information processing on a computer would be very long. In the United States, for example, it is recommended that a written paper document be kept indefinitely along with the machine medium.

Electronic version books: [Download, PDF, 1.14 MB].

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Federal Agency for Education

State educational institution

higher vocational education

"Omsk State Technical University"

V.A. Tsygankov, N.S. Morozova documentation of management activities Tutorial

Omsk 2006

UDC 651.51.8 (075.8)

BBK 65.050ya 73

Reviewers:

V.A. Tsygankov, N.S. Morozova

C Documentation of management activities: Proc. allowance. Omsk: Publishing House of OmGTU, 2005. 49 p.

The training manual describes the main types of organizational and administrative documentation, as well as the requirements for their preparation and organization of workflow.

The methodological material has been prepared in strict accordance with the legislative acts and regulatory and methodological documents in force in the Russian Federation on the issues of documenting and documenting the management activities of the enterprise.

This textbook is intended for students of economic specialties studying the documentation of management activities.

UDC 651.51.8 (075.8)

©Omsk State Technical University, 2006

1. Basic requirements for the execution of management documents

1.1. Basic provisions for documenting management activities

The term " office work» characterizes the branch of activity that provides documentation and organization of work with documents.

Documentation- a regulated process of recording information on various media according to established rules.

The concept " document» defines information recorded in any way on a tangible medium with details that allow it to be identified.

Carrier- a material object used to fix and store information.

Electronic document- a document in which information is presented in electronic digital form.

The main functions of the document are:

informational;

historical;

communicative;

cultural;

legal;

social.

The set of documents created at the enterprise is determined by:

a range of issues to be resolved in the course of the enterprise's activities;

the nature and extent of the competence of the institution;

the procedure for resolving issues (one-man management or collegiality);

the scope and nature of the relationship with other institutions.

The procedure and rules for documenting management actions are provided by the following regulatory materials:

The State Documentation Support System for Management (GSDM), which is a set of rules and principles that establish uniform requirements for documentation;

a unified documentation system (UDS), which is a set of interrelated documents created according to uniform rules and are characteristic of a certain field of activity;

industry classifier of technical and economic documentation (OKTED).

1.2. Unification and standardization of management documents

Unification- bringing something to a single system. Unification of documents- establishment of a single set of types and varieties of documents for similar management situations and uniform rules for working with documents.

Unification is carried out in order to reduce the number of documents, typify their forms, which reduces the complexity of their processing, more efficient use of computer technology. Thus, unification is aimed at creating template texts.

Work on the unification of documents includes:

development (DRD), which is carried out by ministries and departments responsible for the relevant documentation systems;

introduction of intersectoral DDD within the framework of republican and branch DDD:

introduction of DDD and OKTED in order to maintain the reliability of information and its further development;

development of complexes of sectoral unified forms of documents reflecting the specifics of the industry and included in the DUR, as well as their state registration;

development of sectoral classifiers of technical and economic information reflecting the specifics of the industry.

Standardization- the process of establishing and applying standards by which a standard or sample is determined, taken as a reference for comparing other objects with it.

Standardization documents is a form of legal consolidation of the unification carried out and the level of its compulsion.

The following categories of standards have been established:

state standards (GOST);

industry standards (OST);

republican standards (PCT).

The purpose of the implementation of standards is to achieve the effectiveness of documenting management activities.

Organizational and methodological management of the unification and standardization of documents, coordination of relevant work and control is carried out by the head organization for the introduction and maintenance of DDD and OKTED in the republic, and at the industry level this work is carried out by the head organization for the introduction and maintenance of DDD and OKTED in the industry.

State supervision over compliance with DDD in the public sector is entrusted to the bodies of standardization and metrology, and in the non-state sector - to local executive authorities.

After reading this textbook, you will get acquainted in detail with the organization of work with management documents in accordance with the national standard GOST R ISO 15489.1-2007 "Document Management", and also get an idea of ​​the modern concept of document management. In addition, it describes the rules for various kinds documents, ways and methods of operational work with documents, their current storage, the basics of working with correspondence. Close attention is paid to computer systems and technologies for documentation support of management. A special advantage of the textbook is that it contains not only the usual practical tasks, but also attached computer tests placed in EBS Urayt (www.site).

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MINISTRY OF AGRICULTURE OF THE RUSSIAN FEDERATION

Federal State Educational Institution

higher professional education

"CHELYABINSK STATE AGRICULTURAL ENGINEERING UNIVERSITY"

Educational and methodological management

Department of Agricultural Production Management

DOCUMENTATION OF MANAGEMENT ACTIVITIES

(Educational and working programs, teaching materials)

Specialty 080502 - Economics and management at the enterprise ( agro-industrial complex)

Chelyabinsk

The educational and methodological complex for the discipline "Documentation of management activities" was compiled in accordance with the requirements of the federal component to the mandatory minimum content and level of training of a graduate in the cycle of general professional disciplines of the state educational standard of higher professional education, approved by the Ministry of Education of the Russian Federation on March 17, 2000 No. 238 ek / joint venture on the basis of an exemplary program of the discipline "Documentation of management activities", approved by the Ministry of Education of the Russian Federation, and taking into account work program academic discipline approved in ChSAU for the specialty 080502 Economics and management at the enterprise (agro-industrial complex) dated 03/20/2003

UMK is intended for students who receive the qualification of "economist-manager".

Compiled by Art. teacher

Department of Management SHP V. A. Okunev

The educational and methodological complex was discussed at a meeting of the Department of Management of the SHP "____" ___________ 2006 (minutes No. ____).

The educational and methodological complex was approved by the Academic Council of the Faculty of Economics "____" __________ 2006 (protocol No. _____).

	Requirements of the State Educational Standard of VPO to the mandatory minimum specialist training ……………………………………………...
	Training program…………………………………………………….
		Goal and tasks……………………………………………………
	Working programm…………………………………………………….
		Scope of discipline and types academic work……………….
		Distribution of study time by sections and topics.
	Methodological materials…………………………………………….
		Educational and methodological developments …………………………..
		Terminological minimum ………………………………..
		Requirements for offset …………………………………………………………………………………………
		Test questions…………………………………………….
	Logistics of discipline…………...

1. Requirements of the SES VPO to the mandatory minimum

specialist training

In the state educational standard of higher professional education (GOS VPO) specialty 080502 - Economics and management at the enterprise (agro-industrial complex) dated 17.03.2000. No. 238 ek/sp gives the following content of the discipline:

	Name of disciplines and their main sections	Total hours
	Documentation of management activities: Document and documentation systems; management documentation: requirements for compilation and execution, form key, composition and location of details; drawing up and execution of basic documents: agreements, contracts, orders, memos, protocols, acts, certificates and documents of personal origin; organization of document circulation; systematization of documents, nomenclature for their formation and storage; modern ways and technique of creating documents; business and commercial letters: classification, structure, standard phrases and expressions; rules and forms of commercial correspondence with foreign partners; correspondence related to periodic events and other correspondence; organization of work with documents containing confidential information.

2. Curriculum

2.1. Goal and tasks

2.1.1. The place of the academic discipline in the educational process

and its importance in the formation of an economist-manager

Knowledge of the theory and mastering the skills of compiling and formalizing management documents is the basis of the discipline "Documentation of management activities" and occupies an important place in the preparation of an economist-manager.

2.1.2. The purpose of the discipline

The purpose of teaching the discipline is to give the knowledge necessary for the correct compilation and execution of documents created in the process of making and implementing managerial decisions, to master the generally accepted vocabulary and style of business correspondence.

2.1.3. Tasks of the discipline

The tasks of studying the discipline:

familiarize students with general principles documentation support for the activities of the agro-industrial complex, with the procedure for documenting information;

to teach students to systematize information into separate categories;

to acquaint students with the organization of the rational movement of documents at the agro-industrial complex;

teach students the rules and forms of business correspondence.

2.1.4. Requirements for the level of preparation of students

As a result of studying the discipline, students should:

have an idea

about the history of the development of the system of state office work in Russia;

on the organization of work with documents at the agro-industrial complex enterprise;

on the organization of the movement of documents at the enterprise of the agro-industrial complex.

GOST R 6.30 - 97. USD. Unified system of organizational and administrative documentation. Documentation requirements. - M.: Publishing house of standards, 1997;

normative documents on standardization in the field of office work in force on the territory of the Russian Federation;

documentation systems, requirements for the preparation and execution of documents, modern methods and techniques for creating documents;

rules and forms of business correspondence.

competently develop management documents used in the activities of agribusiness enterprises;

use application software and office equipment in their activities.

master the skills

drawing up management documents at the agro-industrial complex enterprise;

work on a PC for the preparation of electronic documents.

Section 1. Organization of work with documents at the agro-industrial complex enterprise

1.1. The history of the development of the system of state office work in Russia

Office work in the ancient Russian state. Order business. Systems of collegiate office work. Ministerial business system. History of management and office work in the period - after October 1917 to the present.

1.2. General rules execution of management documents

Documentation support for agro-industrial complex enterprises. Classification of documents. State standards for documentation. Requirements for forms of documents of the enterprise. The composition of the details of the documents, the requirements for their execution.

1.3. Organization of document flow at the enterprise of the agro-industrial complex

The concept of workflow. Reception and initial processing of documents. Distribution of incoming documents. Registration of documents. Control over the execution of documents. Sending documents.

1.4. Systematization and current storage of documents. Processing for later storage

Case nomenclature. Formation and current storage of cases. Examination of the value of documents. Making cases. Archival storage of documents.

1.5. Protection of document information

Composition of confidential information. Directions for the protection of documentary information. Vultures of restriction of access to information. Sources and channels of disclosure of confidential information. Measures for the protection of documentary information.

Section 2. Drawing up and execution of basic management documents

Organizational documents of the agro-industrial complex enterprise

Purpose and composition of organizational documentation. Organizational documents of enterprises of various organizational forms. staffing. Job Descriptions workers. Rules.

Administrative documents of the agro-industrial complex enterprise

Purpose and composition of administrative documentation. Procedure for issuing regulations. Drafting and execution of documents published in a collegial environment. Drafting and execution of documents issued on the basis of unity of command.

Reference - information and reference - analytical documents of the agro-industrial complex enterprise

Purpose and composition of reference and analytical documentation. Types of correspondence, rules for formalizing official letters, telegrams, telephone messages, fax messages, electronic messages. Registration of acts.

Documents on the personnel of the agro-industrial complex

Employment documents (application, questionnaire, curriculum vitae, resume) and rules for their execution. Labor contracts. The specifics of issuing orders for personnel.

Main:

1) Collection of legislation of the Russian Federation.1994 - 1997

2) GOST R 6.30 - 97. Unified documentation systems. Unified system of organizational and administrative documentation. Documentation requirements. M.: Publishing house of standards, 1997

3) Amendment No. 1 GOST R 6.30 - 97. Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for paperwork” with the date of entry into force from April 1, 2000.

4) GOST 6.01.1 - 87. A unified system for the classification and coding of technical and economic information. - M .: Publishing house of standards, 1987.

5) GOST 6.10.4 - 84. Unified documentation systems. Giving legal force to documents on a typewritten medium and typescript created by computer technology. Basic provisions. - M.: Standards Publishing House, 1984.

6) GOST 6.10.5 - 87. Unified documentation systems. Requirements for the construction of a form - sample. - M .: Standards Publishing House, 1987.

7) GOST 6.10.7 - 90. Unified system of foreign trade documentation. Form - sample. - M .: Publishing house of standards, 1990.

8) GOST 16487-83. Office work and archiving. Terms and definitions. - M .: Publishing house of standards, 1983.

9) All-Russian classifier of management documentation. .- M.: Publishing house of standards, 1994.

10) State system of documentary support of management. Basic provisions, general requirements for documents and documentation support services. – M.: VNIIDAD, 1991.

11) Typical instruction office work in the ministries and departments of the Russian Federation. – M.: Rosarkhiv, 1994.

12) Andreeva V.I. Office work: a practical guide, 7th edition, - M .: CJSC Business School "Intel-sintez", 2000.

13) Andreeva V.I. Office work in the personnel department. Practical guide with sample documents, 2 edition, corrected. supplemented. - M .: CJSC Business School "Intel-sintez", 1998.

14) Andreeva V.I. Sample documents in office work: requirements for the company's workflow (based on GOSTs of the Russian Federation) .- M. Business School "Intel-Sintez", 1997.

15) Basakov M.I. Fundamentals of office work in questions and answers: a textbook for students of colleges and universities. - Rostov-on-Don: Phoenix, 1997.

16) Basakov M.I. Office work and correspondence in questions and answers, a textbook for students of economic universities and colleges - 2nd ed., Revised. and additional - Rostov-on-Don: Phoenix, 2000.

17) Bondareva T.M. Secretarial business: pract. allowance. - M .: Higher school, 1989.

18) Verkhovtsev A.V. Office work in the personnel department. -M.: INFRA - M., 1999.

19) Kirsanova M.V. Modern office work in the personnel service. - M. : INFRA - M., 2000.

20) Kuznetsova T.V. et al. Paperwork (organization and technology of documentation support for management): a textbook for universities. - M.: UNITI - DANA, 2000.

21) Documents and paperwork: a reference guide / Kuznetsova T.V. and others / - M .: Economics, 1991.

22) Koltunova M.V. Business letter: what the compiler needs to know. - M. Delo, 1998.

23) Kudryaev V.A. Organization of work with documents: textbook M .: INFRA - M., 1998.

24) Kudryaev V.A. Organization of work with documents: textbook M .: INFRA - M., 1999.

25) Pechnikova T.V., Pechnikova A.V., Documentation support for the organization's activities. Tutorial. - M .: "Tandem" - EKMOS, 1999.

26) Pechnikova T.V., Pechnikova A.V. The practice of working with documents in the organization. Tutorial. - M.: Tandem - EKMOS, 1999.

27) Stenyukov M.V. Sample documents for office work: Guidelines for compiling according to the new standard GOST R 6.30 - 97.- M .: PRIOR, 1998.

28) Stenyukov M.V. Secretary's Handbook. – M.: PRIOR, 1998.

Additional:

1) Andreeva V.I., Batyuk S.N. Instructions for documentary support of the company's activities: pract. manual for non-state structures. -M.: JSC "Technolux - 2", 1995.

2) Veselov P.V. Modern business writing in industry. – 3rd edition revised. and additional - M .: Publishing house of standards, 1990.

3) Veselov P.V. You are a secretary. - M .: Standards Publishing House, 1993

4) Jay Ros. How to write proposals and reports that bring results / per. from English/. Mn.: Amalfeya, 1997.

5) Dobson N. How to write business letters: a practical guide for everyone. / per. from English / -Chelyabinsk: Ural LTD, 1997.

6) Job descriptions. . – M.: PRIOR, 2000.

7) Zagorskaya A.P. etc. Letter book for business correspondence: in Russian and English. languages ​​- M .: Moskovsky worker, 1992.

8) Kuznetsova A.N. Typewriting and paperwork. - 2nd ed. - M: DOSAAF, 1987.

9) Tepper R. How to master the art of business writing: 250 letters and notes to help the manager: per. from English. – M.: UNITI, 1994.

10) Feller M.D., Poltorak Yu.L. Drafting text production documents. .- M.: Publishing house of standards, 1990.

11) Felzer A.B., Misserman M.A. Office work. Reference manual. - K .: Higher School, 1990.

12) Office encyclopedia: pract. guide for the secretary / comp. I.V. Samykina / .- M .: BINOM, 1995.

3. Work program

3.1. Volume of discipline and types of educational work

The total labor intensity of the academic discipline is distributed by the main types of educational work and semesters in accordance with the working curriculum approved by the Academic Council of ChSAU on May 10, 2001, as follows.

	Type of study work	Total hours	Including semesters
	The total complexity of the discipline
	Auditory lessons
	Lectures
	Practical lessons
	Independent work
	Test
	Homework
	Final control
	offset

3.2. Distribution of study time by sections and topics

	Section name and topic			Classroom lessons, hour		Independent work of students, hour
					Praktich. zan.
Section 1. Organization of work with documents at the agro-industrial complex enterprise
	The history of the development of the system of state office work in Russia
	General rules for the execution of management documents
	Organization of document flow at the enterprise of the agro-industrial complex
	Systematization and current storage of documents. Case processing for later storage