Document as a subject of study in the humanities. Documentation as a science. What will we do with the received material?

During the operation of any control system, the problem of transmitting control actions, monitoring the response to them, and issuing corrective actions inevitably arises. We also have to solve this problem when managing teams of people. In the process of development, humanity has developed ways to solve them, in particular with the help of objects containing information - documents. The patterns of their life cycle and the rules for working with them are studied by a discipline called office management, an integral part of which is document management.

Documentation relatively young scientific discipline, which grew first within the framework of archival science and only in 1942 by Professor K.G. Mityaev developed an independent course “History and organization of office work in the USSR”, and a year later, coined the term “document management.” By the end of the 1950s and the beginning of the 1960s, the volume of information increased due to the scientific and technological revolution, which led to an increase in the number of documents. There is an urgent need for scientific research in this area, as well as for the training of highly qualified personnel, which served as a further impetus for the development of document management as a scientific and academic discipline.

Office work defined as “a branch of activity that provides documentation and organization of work with documents", i.e. the entire process from the moment a document is created until it is destroyed or transferred to the archive for storage.

Documentation– a scientific discipline that studies the historical development of:

patterns of document formation
ways to create them
formation and development of documentation systems, developing into various industries human activity

The most important task of document management at the present stage is the theoretical substantiation of the processes of documentation support for management. This is the subject of documentation.

The very organization of document work: creation, production, reception, distribution, registration of documents, control of execution, reference work, issues of classification of documents, the procedure for conducting an examination of the value, storage and use of documents is the subject of office work. In parallel with the term " office work" in the 90s the term was used “documentation support for management” And “information and documentation support for management”. The appearance of these terms is associated with the introduction of computer systems into management and the fact that in addition to traditional work with documents, management information support and work with databases are also carried out.

Documents are the object of research in many scientific disciplines - archival studies, source studies, information disciplines, legal, historical science, accounting, statistics, etc. Thus, for a lawyer, a document serves as a way of proof, evidence of something, for a historian - a historical source, for a specialist in the field of management - a means of recording and transferring management decisions. Unlike the listed sciences, document science is interested in the document as such, without considering it as a means for solving other problems. Thus, the object of document management is a document in the sense as defined in the state standard for terminology in the field of document management and archival science: “Document; documented information: information recorded on a tangible medium with details that allow its identification.”

The reason for the appearance of any document is the need to record information. Having displayed information, the document ensures its preservation and accumulation, the possibility of transfer to another person, repeated use, and return to information over time. Thus, a document is judged by the information it contains.

A document as an object of research can be considered at different levels:

this could be a separate document
system of documents (documents used in a certain field of activity)
the whole set of various documentation systems, i.e. all types and genres of documents created in society

Record keeping is one of the scientific disciplines involved, on the one hand, in improving the functioning of the state, and on the other hand, in solving the problem of providing society with retrospective documentary information (through archival science).

The study of the history of office work of the 16th - early 20th centuries was based on legislative acts - the Code of Laws of 1550 and the Council Code of 1649; Lithuanian, Russian (Volyn) metrics; General Regulations 1720; "Table of ranks» 1722 ; "Institutions for the management of provinces Russian Empire» 1775; "General establishment of ministries" 1811; “Regulations on writing and office work in the military department” 1911 Legislative acts of the 16th – early 20th centuries are the most important sources on transformations in the structure of government bodies and the organization of office work. For the pre-revolutionary period, legislative material was published in « Full meeting laws of the Russian Empire" And "Code of Laws of the Russian Empire".

Sources for organizing work with documents in the pre-revolutionary period are also guidelines for the preparation of business papers in letter books of the 18th–19th centuries. Such collections include sample documents with brief or detailed instructions on how to compose various types of letters. It was customary to include documents such as petitions, statements, resolutions, reports, notes, receipts, promissory notes, and some others as correspondence. The scribes had great value for office practice. There are more than a hundred collections published at the end of the 18th – beginning of the 20th centuries.

As a result of the October events of 1917, along with the destruction of the state machine of the Russian Empire, the previous office work was formally liquidated. The old administrative apparatus was radically demolished. To guide industries public administration 13 People's Commissariats (People's Commissariats) were created.

Professional revolutionaries, workers, soldiers, as well as other personnel without special education were recruited to work in government institutions. The level of documentation support has decreased. All pre-revolutionary rules of writing and office work were abolished, and new ones were not created. Few practical guides on the preparation and execution of documents such as pre-revolutionary letter writers could not have a significant impact on the streamlining of document production in the administrative apparatus, because concerned mainly with documents related to the settlement of civil legal relations.

It was necessary to legislatively regulate the activities of government structures and streamline documentation processes. On October 30, 1917, the government issues a decree “On the procedure for approving and publishing laws.”

To improve the quality of document processing, the Resolution of March 2, 1918 was adopted “On the form of forms of state institutions.” This document listed the mandatory details of document forms. Attention was paid to simplifying and rationalizing office work. On December 8, 1918, the Decree was issued “On the accurate and prompt execution of orders from the central government and the elimination of clerical red tape.”

The policy of attracting officials with pre-revolutionary work experience to the management apparatus of Soviet institutions inevitably led to the revival of previous bureaucratic procedures for working with documents. So, when creating “Regulations on writing and office work” a document of the military department of 1911, similar in name and content, was taken as a basis. Under these conditions, a special body was created - the People's Commissariat of the Workers' and Peasants' Inspectorate (NK RKI), which controlled the work state apparatus and carried out its rationalization.

In accordance with the decisions of the XII Congress of the RCP (b), a joint party-Soviet body of the TsKKRKI was created, which, among others, was supposed to carry out measures to rationalize management techniques and office work. The main workload in this work was carried out by the administrative technology department of the Central Committee of the Krasnoyarsk Territory. The activities of the department were diverse: studying the state apparatus using timekeeping, questioning, consultations on improving the activities of local authorities, and methodological assistance. Thanks to the activities of RKI in the country in the 1920s, a system of scientific research, self-supporting, departmental and public organizations developed that developed issues of scientific organization of management on a unified methodological basis.

In 1928 they were published “Rules for organizing the archival part of office work in state, professional and cooperative institutions and enterprises of the RSFSR”, which provided recommendations for compiling lists of documents and files circulating in institutions, and rules for their destruction (for documents with expired storage periods). In 1931, the draft “General Rules for Documentation and Document Flow” was published, which was replicated and sent for approval to all institutions and organizations. This document summarizes the best practical experience, which by that time had already been accumulated by various departments and organizations. Research by domestic and foreign scientists was also summarized. New technologies were implemented in the activities of individual large departments. They developed separate normative and methodological materials, instructions for record keeping, and rules. In subsequent years, until the 60s, no activity was undertaken to create a common scientific and methodological base for office work in Soviet institutions.

In 1958, the archival service was given the authority to exercise control over the organization of office work. For the first time, the idea of creating a unified state office management system in the USSR was voiced in a special Decree of the USSR Government on the mechanization of labor of engineering and technical workers in the administrative and managerial apparatus, adopted in December 1959.

In 1963, the archive service released “Basic rules for organizing the documentary part of office work and the work of archives of institutions, organizations, enterprises of the USSR”, which for many years were the guiding material (the only one), contributed to the streamlining of the activities of documentation and archives services. In 1966, as part of archival service The All-Union Scientific Research Institute of Document Management and Archival Affairs (VNIIDAD) was established, which was entrusted with the development of a Unified State Record Management System. The following participants took part in the preparation of the EGSD project: Research Institute of Labor, All-Russian Research Institute of Office Equipment, Institute of State and Law of the USSR Academy of Sciences, All-Russian Research Institute of Standardization.

In 1973, the main provisions "Unified State System of Records Management (USSD)" were approved State Committee The USSR Council of Ministers for Science and Technology and recommended to ministries and departments for use in practical work. The Unified State Data Sheet was a scientific and methodological, ordered set of rules, standards and recommendations for record keeping, starting from the moment of receipt or creation of documents until their transfer to the archive. The Unified State Data Sheet also set out the requirements for office management services in institutions and their operating procedures. The provisions of the Unified State Data Sheet were supplemented by the Unified System of Organizational and Administrative Documentation and supported by GOSTs, the list of which was indicated in the appendix. On the basis of the Unified State Data Sheet, republican instructions for office work were approved in almost all republics of the USSR. The Unified State Data System was designed for manual methods of working with documents; in addition, the main provisions of the Unified State Data System concerned only organizational and administrative documentation, leaving other documentation systems outside their influence. Formally, the main provisions of the Unified State Data Sheet were not legally binding for use and did not have the status of a national standard, since the system was not approved, but was only recommended for use by a special decision of the USSR State Committee for Science and Technology.

State standards (GOSTs) played a certain role in improving the quality of preparation of management documents and the general culture of management. The standards for operational documents established the composition of the details, the rules for their design and arrangement, the requirements for forms, for the texts of documents and documents produced using printing devices. All these norms were included in a separate section "Preparation of official documents" in the Unified State Statistics Service. In 1990 they were revised and combined into GOST 6.38–90 “Unified documentation system. System of organizational and administrative documentation. Documentation requirements." In the 70s, a unified terminology was established that was used in office work and archival affairs. The interpretation of the terms became unambiguous with the introduction of GOST 16487–70 “Office work and archiving. Terms and definitions". It was redesigned in 1983.

The problems with the implementation of the Unified State Data System that arose in practice in the 80s were, first of all, associated with the emergence of new information technology, with the advent of electronic computers of various classes. In the 80s, taking into account the prevailing conditions, its second edition was prepared, called “Unified State System of Documentation Support for Management (USSDOU).”

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, institutions and public organizations. Installed regulatory requirements in the organization of the office work service, in particular, certain conditions are provided for its creation in the management structures of non-state forms of ownership.

“Basic rules for the work of departmental archives”, approved by order of the Main Archive of the USSR dated 09/05/85 No. 263 established:

basic requirements for systematizing documents in current office work
principles and criteria for the value of documents, organization of examination of the value of documents and the procedure for its implementation
rules for preparing and transferring cases for storage in the archive

Approved 1989 “List of standard documents generated in the activities of state committees, ministries, departments, institutions, organizations and enterprises, indicating the storage periods for documents,” consisting of two parts, was intended for use as the main regulatory document in determining storage periods and selecting standard documents for storage and destruction.

Since the 70s, computer technology began to be introduced into management, in connection with this, plans arose to create automated control systems (ACS) and a national automated system collection and processing of information for accounting, planning and management of the economy (OGAS). To implement these plans, it was necessary to develop unified documentation systems, which are sets of interrelated rules and requirements containing information necessary for management in a certain field of activity.

A complete list of unified documentation systems (UDS) was compiled in the All-Union Classification of Management Documentation (OKUD). Each USD included in the OKUD contained the names unified forms documents, code designation of each form. The presence of codes ensured automated processing of data contained in the forms of specific USD. Along with OKUD, there were also a number of classifiers needed as a means of information support in the field of economics, finance, etc. For example, the All-Union Classifier of Enterprises and Organizations (OKPO), the All-Union Classifier of Products (OKP), etc. The concept of OGAS was in the 1980s. was only partially implemented in the national economy.

Currently, the rules for document preparation are enshrined in legal and regulations, fully or partially devoted to these issues, published by republican bodies state power, governing bodies of commercial and non-profit organizations and their associations. The Constitution of the Republic of Belarus, Civil code of the Republic of Belarus and current legislative and regulatory acts that regulate general principles organizing documentation support for the activities of individuals (citizens) and legal entities. For example, the Civil Code establishes the types of documents that record civil relationships. Special laws establish the obligation to document information and regulate work with documents.

Requirements for document preparation are set out in state documentation standards. A standard, as an information and technical document (sample, standard, model) establishes a set of norms, rules, requirements for the object of standardization and is approved by the competent authority. The use of standards helps improve the quality of documents.

After gaining independence, the Republic of Belarus used the best scientific achievements in the field of office organization.

The current national normative and methodological materials on the organization of office work are studied within the framework of this course: GSDO, Model instructions for office work in ministries, state committees and other central government bodies, institutions, organizations and enterprises of the Republic of Belarus, Lists of documents with storage periods, state standards, national classifiers of technical and economic documentation.

DOCUMENT MAINTENANCE

Tutorial

INTRODUCTION

Chapter 1. DOCUMENT STUDY AS A SCIENTIFIC DISCIPLINE

1.1. Subject and objectives of the course

1.2. Formation and development of document management

1.3. The place of documentation in the system of sciences

1.4. Sources in document science

Chapter 2. DOCUMENT AND ITS FUNCTIONS

2.1. Origin of the document. Expanding the concept of "document"

2.3. Social essence and functions of the document

Chapter 3. INFORMATION PROPERTIES AND COMMUNICATION CAPABILITIES OF A DOCUMENT

3.1. Documented information and its properties

3.2. Document Information Levels

3.3. Problems of searching and transmitting documented information

3.4. Information barriers

Chapter 4. METHODS OF DOCUMENTATION

4.1. The concepts of “documentation” and “methods of documentation”

4.2. Text documentation

4.3. Shorthand

4.4. Technical documentation

4.5. Photo documentation

4.6. Film documentation. Video recording

4.7. Phono (audio) documentation, its features and areas of application

4.8. Documentation using electronic computer technology

Chapter 5. DOCUMENTATION TOOLS

5.1. Hand writing aids

5.2. Mechanical and electromechanical means of documentation

5.3. Automatic means for drawing up and producing documents

5.4. Basic technologies for copying and duplicating documents

Chapter 6. TANGIBLE MEDIA OF DOCUMENTED INFORMATION

6.1. The oldest writing materials

6.2. The invention of paper and the improvement of its production

6.3. Classification of modern carriers of documented information. Their characteristics

6.4. The influence of the type of storage medium on the durability and cost of the document

Chapter 7. SIGNS OF DOCUMENTS. OPTIONS AND COPIES OF DOCUMENTS

7.1. Document-forming features. Legal force of the document

7.2. Drafts, originals, originals

7.3. Falsified documents. Ways to falsify documents

7.4. Copies, their historical development and types

NOTES

INTRODUCTION

The last third of the 20th century was marked by the transition of a number of countries to a post-industrial, information society, in which the bulk of workers are employed in the field of information activities, and the main product of production and commodity is information. Currently, information has become the most important resource of society and has acquired strategic importance.

The globalization of world processes, on the one hand, and the deep socio-political and economic transformations that unfolded in the 1990s, on the other, created the preconditions for Russia’s rapid entry into the global information space. In the coming century, the future of our country will largely depend on how energetically and effectively it moves in this direction.

Information processes actively influence all parties human life. The use of the latest information technologies greatly enhances this influence. To realize your potential, achieve professional success, become a harmoniously developed personality, modern man must have a sufficiently high level of information culture. Meanwhile, most of the information is recorded on tangible media and is contained in various documents. Thus, knowledge of information and documentation processes and the basics of working with documents is an integral part of a person’s information culture.

The role of information in the management process is especially great - at all its levels and in all spheres: political, economic, scientific, cultural, etc. Actually, without information, management itself, which originated about 7 thousand years ago, is impossible. Documenting information, its search, processing, storage, transmission require significant financial, material, labor resources and time. Therefore, organizing effective work with documents, improving all information and documentation processes both on the scale of society as a whole and at the level of individual enterprises, organizations, and institutions is the most important area of management activity. In turn, qualified work with documented information requires a significant number of professionally trained specialists. It is no coincidence that by the year 2000, more than 30 universities Russian Federation training of highly qualified personnel - document specialists - began.

The state educational standard of higher professional education of the Russian Federation, approved by the city for specialty 350800 “Documentation and documentation support for management,” contains several dozen academic disciplines that must be studied to obtain the qualification “document specialist.” Among the most important general professional disciplines is document management.

"A document, its functions and methods of documentation; the relationship between the concepts information and document; material media; properties and characteristics of a document: originality, authenticity, copies; structure of the document; document form, its development, modern requirements for the form of a management document; linguistic features of the document; documentation systems; unified system of organizational and administrative documentation (USORD) and other systems; requirements for the preparation and execution of basic types of management documents; improvement of scientific, historical and practical value of documents;

The study of these problems requires appropriate educational and methodological support. However, at present there are no textbooks that would fully meet the requirements of the educational standard for document management. Textbooks published in the 1970s - 1980s are largely outdated and, in addition, have become a bibliographic rarity. Numerous manuals and reference books that have appeared recently are devoted mainly to issues of organization and technology of documentation support for management (i.e., office work) and only to a small extent address the theoretical problems of working with documents.

Attention to the theoretical problems of document management has especially increased in connection with the development and implementation of the Unified State Records Management System (USSD), as well as in the process of creating an information base for an automated control system (ACS). For these purposes, in 1966, the All-Union Scientific Research Institute of Document Management and Archival Affairs (VNIIDAD) was created. It was in those years that the first special theoretical works appeared, devoted to clarifying the object of document management and its tasks7.

Since the 1960s, two main centers have been identified in our country that actively and effectively conduct scientific research in the field of document management - these are MGIAI, where the faculty of public records management was created in 1964, and VNIIDAD.

Emergence and successful development in recent years new scientific discipline - information management The study of management and documentation problems brought even closer together, since most of the information is recorded in documents. Moreover, some authors () in the future predict the unification of documentation support services for management and information management.

Documentation science is also influenced by such applied disciplines as sociology of management, psychology of management and business communication.

Achievements are widely used in document science applied linguistics primarily for the purpose of unifying the texts of documents, standardizing language units, as well as in the process of editing official documents.

Particular attention should be paid to the connection between document management and sciences about information. The rapid expansion of information resources, the rapid development of computer technology and active theoretical understanding of information processes in the second half of the 20th century not only influenced the nature and content of document studies, but also led to the integration of document science into the cycle of sciences. social information. As a result, document management turned out to be closely connected with such scientific disciplines as social informatics, documentary, computer technology and programming, information security and information protection etc. Only together with these sciences does document management have the opportunity at the present stage to effectively solve theoretical and applied problems associated with the production, transmission, consumption, and storage of documented information.

To solve some of its problems, document science widely uses advances in the field technical and natural sciences, since a document is a material object, a carrier of information, which has very specific physical properties. In addition, the creation, search, and storage of documents are associated with means of documenting and transmitting information, including the use of complex modern office equipment.

The close connection between document management and a wide variety of theoretical and applied scientific disciplines has largely determined methods documentary research, i.e. methods and techniques for solving specific scientific problems. These methods are divided into general scientific and special, private. To the number general scientific include those that are used by all or most sciences:

Closely related to general science special methods. However, the scope of their application is much narrower and is limited, as a rule, to one or several closely related sciences. Special methods in document management include:

1.4. SOURCES IN DOCUMENTATION

Sources in documentary research can be almost any documents, documentation systems and sets of documents. Based on them, you can get a certain idea about the level of work with documents, methods of documentation, and the office culture of a particular era. However, the main role is still played by those documents that contain rules, regulations, recommendations, standards, etc., regulating and regulating various areas, methods and forms of working with documents. These are primarily legislative and legal acts, standards, classifiers, instructions, guidelines. Sources are a necessary basis for conducting theoretical research, for improving the practice of documentation support for management and determining the main trends in the development of documentation processes.

Documentary sources can be classified on several grounds:

Since document science, as already noted, grew out of the practical needs of working with documents, traditions and customs played an important role in its development, especially at first. Then, as they were comprehended and generalized, these customs and traditions began to be enshrined in various laws and regulations. Accordingly, the sources that allow us to trace, first of all, the history of the development of document management, can be divided into two large groups: these are, firstly, documents that came directly from office work practice and contain spontaneously developed norms and rules that reflect the traditions of office work; secondly, various kinds of legal acts that for several centuries have legally regulated the work with documents.

The first group of sources, which accumulate a wealth of experience, traditions, and customs of Russian office work, include, in particular, numerous collections of sample documents published before 1917 (the so-called " scribes"). They became widespread in our country in the 18th and 19th centuries. Their predecessors were “form books”, known in the West already in the 7th century, and in Russia - in the first third of the 16th century (in particular, the form books of the Moscow Metropolitan Department). To date, more than 100 such collections are known.

The “letters” regulated the composition, form and content of documents. Their names themselves are quite remarkable. So, one of the first, back in 1765, was “Instructions on how to compose and write all sorts of letters to various persons.” Two decades later, a “Writer’s Book containing various letters, petitions, notes on the case, contracts, certificates, approvals, receipts, passes and written form to serfs, an order to the headman, a form of merchant banknotes, receipts, receipts, parcel and credit letters” was published ( St. Petersburg, 1788). “Pismovniki” often reached significant volumes. For example, the “Guide for drawing up business papers. Samples and forms; reference information” by V. Maksimov (M., 1913) available in the collections of the Scientific Library of Tomsk State University contains more than 2,000 thousand pages.

Another group includes sources that represent legally established rules and regulations for working with documents. Their appearance was noted already in the mid-17th century, but the decisive step was taken by Peter 1, who approved the “General Regulations16” in 1720. This document described in detail the structure and office work of the offices, issues of document registration, responsibilities of employees, etc.

Important sources, along with the “General Regulations,” also include “general forms” developed in Peter’s times - sample documents; "Institution for the management of provinces", published in 1775 by Catherine the Second; The “General Establishment of Ministries”, which appeared in 1811, and many other legislative acts that regulated domestic office work at different levels of government.

Documentary sources from the period of the revolution and Civil War(years). They had their own specifics, although the work with documents, especially on the territory of White Russia, was then based mainly on legislative acts and traditions of pre-revolutionary office work.

Large quantity left behind sources Soviet period Russian history. Already in the first months after the Bolsheviks came to power, a decree of the Council of People's Commissars "On the procedure for approving and publishing laws" was signed, and a resolution of the Council of People's Commissars "On the form of forms of state institutions" was adopted. These and others this kind the documents were subsequently included in the textbook “Collection of legislative acts on office work ()” (M., 1973). The most important sources last decades the existence of Soviet power became the “Basic provisions of the Unified State System of Records Management” (1973), approved in 1988, the “State System of Documentation Support for Management”, all-Union classifiers (in particular, the All-Union Classifier of Management Documentation - OKUD), Unified Documentation Systems (USD) and etc.

	regulatory legal acts federal bodies authorities and subjects of the Russian Federation on issues of documentation support for management (Civil Code of the Russian Federation, Federal Laws “On Information, Informatization and Information Protection”, “On State Secrets”, “On Standardization”, “Fundamentals of the Legislation of the Russian Federation on Archive fund Russian Federation and archives" and others;
	departmental and industry-wide regulatory, instructional and methodological documents issued by authorities executive branch various levels;
	instructional and methodological materials establishing requirements for documents, technologies for their creation and processing at the level of an individual organization or its structural unit17.

In the 1990s, the practice of compiling and publishing collections of sample documents, half-forgotten during the Soviet period, was revived and became widespread. To date, dozens of such collections have been published, in particular: Petrochenko for conducting business correspondence (M., 1992); Collection of standard contracts (Moscow, 1995); Stenyukov documents on office work (M., 1996); Andreev of office work documents (M., 1997) and many others.

2.1. ORIGIN OF THE DOCUMENT.

EXPANSION OF THE CONCEPT OF "DOCUMENT"

One of the most important manifestations of human behavior is communication, i.e. communication with other people through certain signs or symbols. Initially, people transmitted information about the world around them using gestures, facial expressions, shouting, touching, etc., the simplest means of visual, auditory, and tactile communication. The emergence of meaningful speech and language marked, according to a number of scientists, the emergence of the first information technology in the history of human society.

1.1. SUBJECT AND OBJECTIVES OF THE COURSE

Each of us deals with various documents every day: passport, student ID, grade book, bus or tram ticket, cash receipt when purchasing goods in a store, etc. Documents accompany a person from the first to the last day of his life (birth certificate, school leaving certificate, marriage certificate, pension certificate, etc.). A document is one of the most important means of functioning, management and self-knowledge of human society.

Society is constantly creating and circulating huge amount a wide variety of documents. This process can be compared to an active volcano, from the vent of which lava flows in a continuous stream, which gradually slows down its movement, stops, and then solidifies. So are the documents. Initially, there is intensive, but outwardly usually inconspicuous work on their preparation, compilation, coordination, and certification. Then the documents, having acquired the necessary legal force or simply a finished form, are put into effect and enter the operational space, where they can influence both fate individual person, and on the lives of millions of people. This is the operational environment for the existence of documents.

Then, as they fulfill their goals and objectives, the documents gradually, although extremely unevenly, begin to lose their operational qualities and significance, like volcanic lava to “freeze”, i.e. settle in the archives and thus move into a retrospective environment, acquiring predominantly historical value. The English-language literature provides, in particular, information that the most intensive use of documented management information occurs in the first six months after its occurrence. Then the operational value of the documents quickly decreases and reaches a minimum within a year and a half after their creation. The complete disconnection of documents from the management process continues for about a quarter of a century1.

Continuing the comparison with a volcano, the eruption of which scientists are trying, among other things, to predict, it should be noted that documents are also amenable to certain forecasts and modeling. They can be designed and, if necessary, planned quantitative and qualitative composition. In other words, documents also have a promising environment.

Already in ancient times, people began to realize that the creation of documents, their movement and storage are subject to certain patterns and rules. Initially, this understanding was consolidated in office work practice, in the formation of customs and traditions of working with documents. Then the practical techniques were generalized, analyzed and gradually became mandatory rules and norms, being enshrined in official legislative and regulatory acts. Thus, practical activities stimulated theoretical understanding of issues related to the functioning of documents in society. As a result, the scientific discipline of document management was born.

The close connection with practice determined the structure of the subject of document management, consisting of two parts: 1) theoretical and 2) applied. Both of these parts are also directly interconnected. The range of problems that are studied by document management is quite wide, but the main ones are: patterns of document formation;

ways to create them;

functions, properties, document structure;

principles of document management;

formation and development of documentation systems, as well as sets of documents;

ways to improve documentation processes in society.

The object of document management is the entire set of documents in society, i.e. all types, genres and forms of documents, as well as all systems and subsystems of documentation. However, the main attention is paid to documents and documentation systems related to the management sphere and the operational environment.

In fact, any science is based on the historical method of knowledge. Documentation in this regard is no exception. Moreover, the object of his research is necessarily analyzed in historical retrospect, in dynamics, which makes it possible to trace the stages, patterns, trends of development, and the interconnection of documents in all their diversity. Thus, the historical aspect is one of the most important in document science.

The main tasks of this scientific discipline follow from the subject of document management: theoretical justification of documentation processes in society;

ensuring high quality of created documents and their effective functioning;

formation of a highly organized information environment, i.e. providing society with complete and timely documented information;

development, improvement of human information culture.

Document management solves its problems together with other, mainly applied, disciplines of the document science cycle, for which it is the theoretical basis. These include: organization and technology of documentation support for management (paperwork), which directly studies the organization of work with documents: reception, distribution, registration, reference work, searching for necessary documents, etc. (Unfortunately, many equate document management with record keeping, mistakenly confusing these two disciplines);

documentary linguistics;

organization of secretarial services and some others.

1.2. FORMATION AND DEVELOPMENT OF DOCUMENTATION

The origin of document management in Russia was associated with the so-called “practical” document management, i.e. with the creation of rules for working with documents and requirements for the documents themselves in practice, in the office work process, in the applied field. Practical document management arose with the advent of paleography (the science of the development of writing, ancient manuscripts) and diplomacy (the science that studies the form and content of legal acts), i.e. back in the 16th and 17th centuries. Even then, unified document forms appeared in Russia, consisting of individual individual cases, which were summarized in the offices and then officially consolidated2. Office practice continued to have a constant and significant impact on the process of development of the science of documents.

However, already from the beginning of the 18th century, the legal foundations for documentation began to be laid, primarily in the field of public administration. Many forms of documents were enshrined in legislative acts. In the 19th century this work was continued. Moreover, in the middle of the century, the first attempts to theoretically understand documentation processes in Russian society appeared. They were undertaken in the works of N. Varadinov and V. Veldbrecht, who systematized the documentation, distributed it into groups and, based on legislative acts, proposed rules for drawing up documents. These works, in addition to sample documents, also contained a theoretical part.

N.V. Varadinov, in particular, divided office work into 1) theoretical and 2) practical. He was the first to coin the term “theoretical office work.” In a theoretical sense, in his opinion, record keeping is “a science that sets out the rules for drawing up business papers, acts and the affairs themselves,” as well as studying the “external” and “internal properties” of business papers. Practical office work is “the general procedure for conducting business in public places according to the forms given by law and according to established models of business papers3.”

However, in subsequent decades, until the revolution of 1917, documentary research did not receive any serious continuation, with the exception, perhaps, of the works of track engineer I.I. Richter, which were published at the beginning of the 20th century. They contained individual theoretical generalizations and definitions of a number of concepts. In addition, the author made an unsuccessful attempt to classify “the office work and security of state-owned railways”4.

The Bolsheviks' coming to power was accompanied by the further development of practical documentation in the direction of unifying documents, ranging from individual document forms to the creation of unified documentation systems. However, from the very beginning, some issues have been raised in the records management literature. theoretical issues(in particular, in the books of P.V. Verkhovsky, S.N. Golubov, N.V. Rusinov).

Documentary problems were to some extent reflected in management research in the 1920s. At that time, a whole system of research, self-supporting, departmental and public organizations was created in the Soviet Union, dealing with issues of scientific organization of management. Several independent schools of management thought have emerged: the school of A.K. Gastev (Central Institute of Labor), the direction of P.M. Kerzhentsev, the school of E.F. Rozmirovich (Institute of Management Technology under the People's Commissariat of the Workers' and Peasants' Inspectorate of the USSR). A number of other organizations also dealt with issues of scientific organization of labor and improvement of office work.

Perhaps this work was carried out most fruitfully at the Institute of Control Technology. Its employees “solved major theoretical problems of office work: terminological, organizational and technological, unification and standardization of documents, classification of documents, connections between office work and archiving”5. Here the draft “General Rules for Documentation and Document Flow” was prepared and published in 1931, which summarized theoretical research and practical experience of domestic and foreign scientists.

By this time, the West also quite clearly realized the need for a serious study of the range of problems associated with the functioning of documents. Thus, the Belgian scientist Paul Otlet wrote then in one of his works: “The chaos of books and documents today requires a science that could prevent possible evil in matters of documentation, which is not ordered, duplicated and very contradictory6.”

However, the sharp turn that occurred in the USSR at the turn of the 1920s - 1930s led to significant changes in all spheres of life of Soviet society. It was accompanied by massive political repression, which went through the scientific and management personnel like a heavy roller. Research in the field of document management was curtailed. The exceptions were certain areas that were focused either on fulfilling the social order of the totalitarian government (improving the system of recording Soviet citizens, introducing a passport system), or were carried out within the framework of some large departments (rationalization of accounting, personnel documentation, etc.).

At the same time, during the period of Stalinism, certain prerequisites were created for the development of document science in the future. The fact is that in the early 1930s. The State Historical and Archival Institute (MGIAI) was opened in Moscow, designed to train highly qualified specialists to work in state archives, and then government office workers. At MGIAI, the teaching of the training course “General Office Work” began, initially within the framework of the academic discipline “Theory and Practice of Archives,” and since 1942, an independent course “History and Organization of Office Work in the USSR” was introduced. In 1943, the term document management itself first appeared.

The study of documentary problems in educational courses stimulated scientific developments in this area. The 1960s became a turning point, when document management became an independent scientific discipline. In 1969, it was included in the list of specialties of scientific workers.

Not the least role in the intensification of scientific documentary research was played by a kind of “explosion of documentary activity of society” in the 1960s - 1970s. The number of copies of documents throughout the world then exceeded 1 trillion per year, and in the central departments of the USSR the annual document flow (including reproduction) exceeded 1 million pieces8. By that time, it was discovered that the purely clerical approach to organizing and conducting documentary research had largely exhausted itself due to its limitations. Within the framework of this approach, mainly documents of current office work were studied, as well as processes that occurred with already compiled documents.

Meanwhile, the rapid development of information sciences that began in the mid-20th century contributed to the establishment of a completely different view of documentation. She began to be seen as one information system, contributing to the achievement of certain management goals and objectives. At the same time, the very concept of control expanded significantly and began to be presented as an orderly influence on any objects. A systematic approach to document management made it possible to comprehensively study each document or type of documents and significantly expanded their quantitative and qualitative characteristics. Thus, the turn of the 1960s - 1970s was a kind of turning point in the development of document management.

The beginning of a systematic approach in document research was largely associated with the appearance of fundamental works by G.G. Vorobyov, primarily his book “Document: Information Analysis” (M., 1973). Subsequently, within the framework of this approach, numerous publications appeared by V.D. Banasyukevich, B.S. Ilizarov, M.P. Ilyushenko, V.I. Kokorev, T.V. Kuznetsova, M.V. Larin, V.M. Magidov , K.I. Rudelson, E.A. Stepanova, V.F. Yankova and other authors. The result of scientific research in the field of document management in the 1960s - the first half of the 1980s. was summarized in the doctoral dissertation of A.N. Sokova (1986).

A new stage in the development of domestic document management began in the 1990s, when, under the influence of internal and external factors, a significant change in information and documentation processes occurred. In Russia, there was a change in the political and economic system, the latest computer technologies began to be widely used in working with documents, and the country began to quickly enter the global information space. Priority development in scientific research at this time is given to such areas as information and document management, electronic document management, various aspects of information security, problems of examination of the value of documents, the creation of electronic archives and others. In other words, the further development of document management as a complex scientific discipline is stimulated by ever-increasing and significantly changed socio-political, economic, cultural, technical and other needs.

The results of scientific research are published in monographs and articles, in dissertations and speeches at scientific conferences, and are reflected in teaching aids, V methodological recommendations for controls, etc. Since the mid-1990s, a specialized information and practical magazine “Deloproizvodstvo” has been published in Russia. Theoretical and practical questions document management, its historical aspects are also reflected on the pages of the magazines “Domestic Archives”, “Bulletin of the Archivist”, “Secretary Affairs”, “Personnel Service”, “Personnel Management” and some others.

1.3. PLACE OF DOCUMENTATION IN THE SYSTEM OF SCIENCES

Documentation science belongs to the cycle of social sciences, with many of which it is in close relationship and interaction. This interaction manifests itself in various forms and occurs at different levels, primarily at the level of the object and subject of research, conceptual apparatus, and research methods.

Documentation science is closely related to historical science. As already noted, the object of document science is a document in historical development. The appearance of certain documents, not to mention documentation systems, is directly related to the evolution of society, with its certain stages. Therefore, the functioning of documents and documentation systems, the folding of sets of documents cannot be understood without knowledge of socio-economic, political history, cultural history, etc.

On the other hand, the form of the document itself is characterized by relative independence, the presence of its own patterns of development, which, in turn, have a certain impact on certain aspects of social development. Therefore, the study of the past also presupposes knowledge of the genesis of documentary forms.

Documentation objectively contributes to the formation of a source base for historical research and in this capacity is closely related to source studies - one of the most important branches of historical science that studies the theory, methodology and technology of historical sources. Source scholars also study document form, structure and properties of documented information in their historical development. Office documents in source studies are usually separated into a separate section.

Based on its closeness to source studies, document science is usually classified as a class of historical sciences, including it in the so-called auxiliary and special historical disciplines9, which are considered as subdisciplines of source studies. At the same time, a number of authors (A.I. Gukovsky, S.M. Kashtanov, B.G. Litvak, O.M. Medushevskaya, V.V. Farsobin, etc.) actually place document science within diplomacy - an auxiliary historical discipline that studies documents legal order. Other researchers, on the contrary, propose to expand the range of problems of document science by including such auxiliary historical disciplines as diplomacy, paleography, metrology, and genealogy10. Moreover, both of them, for the most part, actually equate document management with office work.

However, despite the close connection between document studies and source studies, there are significant differences between them, which are observed: in the object of research (source studies studies, in addition to written documentary sources, also other types and forms of historical sources, in particular, material ones);

for research purposes (source studies studies a document in order to develop extraction methods necessary information);

in chronology (source studies studies documents exclusively in a retrospective environment, and document studies also in an operational and prospective environment).

The last difference does not allow, in our opinion, to classify document management as a historical discipline, as many authors do, since historical science is limited to the study of only the past of human society.

It should also be noted that recently there has been a tendency to take source study itself beyond the framework of exclusively historical science and consider it as an integrating discipline in the system of the humanities, as an element of historical anthropology, ethnology, sociology, i.e. all humanitarian knowledge. As a result of this approach, a complex problem of the document phenomenon naturally arises and, as a consequence, the task of developing a new discipline - document phenomenology11.

According to the goals and object of study, document science is closely related to archival science. They are united by a common task - the formation of an effective information environment, a single object of research - a document, as well as the unity of methods of organizing, storing, retrieving information, and developing document management principles.

At the same time, document science and archival science study a document from two opposite sides: archival science - from the side of the information value of a document as a historical source, with an emphasis on sets of documents, rather than on individual documents. Documentation studies its object from the perspective of informational and operational value, as an information carrier that functions primarily in the modern social environment.

Document science has a direct impact on the development of archival science, since the better the quality of documents created in office work, the more successful will be the work of archives in storing and using document wealth12.

A lot of similarities can also be found between document science and bibliology. They are brought together by: the informational, social essence of the objects of research - documents and books; largely identical goals and functions; paper as a common material carrier of information; writing as the same way of transmitting information. Moreover, with the development of computer technology, there is a further convergence of the document and the book, which can equally be presented in electronic form. At the same time, there are differences between document science and bibliology, which lie primarily in the fact that a book - the object of bibliology - is intended for replication, multiple reproduction of information, while a document is unique13.

Documentation science is interconnected with jurisprudence, primarily with such branches as constitutional, civil, administrative, labor, and business law. In document science, the achievements of legal science are widely used: giving legal force to documents, legal methods of putting them into effect, classification of legal acts, etc. In modern legislation, documentation is differentiated by type, significance, and separate systems of documents are distinguished. One of the objects of document management is the system of organizational and legal documentation. Lawyers in their daily activities cannot do without knowledge of the basics of document management, organization and technology of documentation support for management. Forensic scientists study the nature of documents, techniques, methods of deliberate distortion of documented information, etc. for the purpose of uncovering and investigating official fraud.

It is impossible not to mention the connection between document management and economic sciences. Optimizing the activities of management documentation support services is impossible without determining their economic efficiency, without a comprehensive analysis of the use of financial and material resources for the creation and processing of documents, without drawing up appropriate methods, labor cost standards, etc. The number of documentation systems studied by document science also includes such special systems that directly reflect the economic sphere of life and activities of society, such as accounting, reporting and statistical, technical and economic, foreign trade, banking, and finance.

Traditionally, the relationship and interaction between document management and management theory and management are strong, since both management functions and its organization are directly reflected in documents. In this regard, V.S. Mingalev even formulated “the most general law of document management,” the essence of which is “the correspondence of the content of documentation to management functions”14. In turn, the rational organization of work with documents helps to improve management activities and increase its efficiency, since almost all employees of the management apparatus are busy working with documents, spending, according to some data, at least 60% of their working time for these purposes15.

The emergence and successful development in recent years of a new scientific discipline - information management - has brought the study of management and documentation problems even closer together, since most of the information is recorded in documents. Moreover, some authors (M.V. Larin) predict in the future the unification of documentation support services for management and information management.

Documentation science is also influenced by such applied disciplines as the sociology of management, psychology of management and business communication.

In document science, the achievements of applied linguistics are widely used, primarily for the purpose of unifying document texts, standardizing language units, as well as in the process of editing official documents.

Particular attention should be paid to the connection between document management and information sciences. The rapid expansion of information resources, the rapid development of computer technology and active theoretical understanding of information processes in the second half of the 20th century not only influenced the nature and content of document research, but also led to the integration of document science into the cycle of social information sciences. As a result, document science turned out to be very closely connected with such scientific disciplines as social informatics, documentary science, computer technology and programming, information security and information protection, etc. Only together with these sciences does document science have the opportunity at the present stage to effectively solve theoretical and applied problems related to the production, transmission, consumption, and storage of documented information.

To solve some of its problems, document science widely uses advances in the field of technical and natural sciences, since a document is a material object, a carrier of information, which has well-defined physical properties. In addition, the creation, search, and storage of documents are associated with means of documenting and transmitting information, including the use of complex modern office equipment.

The close connection of document management with a variety of theoretical and applied scientific disciplines largely determined the methods of document research, i.e. methods and techniques for solving specific scientific problems. These methods are divided into general scientific and special, private. General scientific ones include those that are used by all or most sciences: systems method;

modeling method;

functional method;

comparison;

classification;

generalization;

ascent from the abstract to the concrete, etc.

Some of the listed methods, in turn, can also be classified. In particular, modeling is divided into descriptive, graphic, mathematical, full-scale (physical). Moreover, most of these varieties are also used in document science.

Special methods are closely related to general scientific methods. However, the scope of their application is much narrower and is limited, as a rule, to one or several closely related sciences. Special methods in document management include: methods of unification and standardization of documents;

formulary analysis method;

one-time method in documentation and office operations;

method of examining the value of documents.

1.4. SOURCES IN DOCUMENTATION

Sources in documentary research can be almost any documents, documentation systems and sets of documents. Based on them, you can get a certain idea about the level of work with documents, methods of documentation, and the office culture of a particular era. However, the main role is still played by those documents that set out the rules, norms, recommendations, standards, etc., regulating and regulating various areas, methods and forms of working with documents. These are, first of all, legislative and legal acts, standards, classifiers, instructions, and methodological guidelines. Sources are a necessary basis for conducting theoretical research, for improving the practice of documentation support for management and determining the main trends in the development of documentation processes.

Documentary sources can be classified on several grounds: by chronology (sources of the pre-revolutionary, Soviet, post-Soviet periods);

in relation to a certain information environment (retrospective, operational or prospective);

sources “in custom” and sources “in law” (N.V. Varadinov), etc.

Since document science, as already noted, grew out of the practical needs of working with documents, traditions and customs played an important role in its development, especially at first. Then, as they were comprehended and generalized, these customs and traditions began to be enshrined in various laws and regulations. Accordingly, the sources that allow us to trace, first of all, the history of the development of document management can be divided into two large groups: these are, firstly, documents that came directly from office work practice and contain spontaneously developed norms and rules that reflect the traditions of office work; secondly, various kinds of legal acts that for several centuries have legally regulated the work with documents.

The first group of sources, which accumulate a wealth of experience, traditions, and customs of Russian office work, include, in particular, numerous collections of sample documents published before 1917 (the so-called “letters”). They became widespread in our country in the 18th and 19th centuries. Their predecessors were “form books”, known in the West already in the 7th century, and in Russia - in the first third of the 16th century (in particular, the form books of the Moscow Metropolitan See). To date, more than 100 such collections are known.

The “letters” regulated the composition, form and content of documents. Their names themselves are quite remarkable. Thus, one of the first, back in 1765, appeared “Instructions on how to compose and write all sorts of letters to various persons.” Two decades later, a “Writer’s Book containing various letters, petitions, notes on the case, contracts, certificates, approvals, receipts, passes and written form to serfs, an order to the headman, a form of merchant banknotes, receipts, receipts, parcel and credit letters” was published ( St. Petersburg, 1788). “Letters” often reached significant volumes. For example, available in the collections of the Scientific Library of Tomsk State University “Guidelines for the preparation of business papers. Samples and forms; reference information” by V. Maksimova (M., 1913) contains more than 2,000 thousand pages.

Another group includes sources that represent legally established rules and regulations for working with documents. Their appearance was noted already in the mid-17th century, but the decisive step was taken by Peter 1, who approved the “General Regulations” in 1720. This document described in detail the structure and office work of the offices, issues of document registration, responsibilities of employees, etc.

Important sources, along with the “General Regulations,” also include “general forms” developed in Peter’s times - sample documents; “Institution for the management of provinces”, published in 1775 by Catherine the Second; “General establishment of ministries”, which appeared in 1811, and many other legislative acts that regulated domestic office work at different levels of government.

Documentary sources from the period of the revolution and the Civil War (1917-1922) are of significant interest. They had their own specifics, although the work with documents, especially on the territory of White Russia, was then based mainly on legislative acts and traditions of pre-revolutionary office work.

The Soviet period of Russian history left behind a large number of sources. Already in the first months after the Bolsheviks came to power, a decree of the Council of People’s Commissars “On the procedure for approving and publishing laws” was signed, and a resolution of the Council of People’s Commissars “On the form of forms of state institutions” was adopted. These and other similar documents were subsequently included in the textbook “Collection of legislative acts on office work (1917-1970)” (M., 1973). The most important sources of the last decades of the existence of Soviet power were the “Basic provisions of the Unified State System of Records Management” (1973), approved in 1988, the “State System of Documentation Support for Management”, all-Union classifiers (in particular, the All-Union Classifier of Management Documentation - OKUD), Unified Documentation Systems (USD), etc.

Currently, in the Russian Federation there is a fairly extensive regulatory framework for documentation support of management, which is at the same time the most important source for the study of document problems. It includes: regulatory legal acts of federal authorities and constituent entities of the Russian Federation on issues of documentation support for management (Civil Code of the Russian Federation, Federal Laws “On information, informatization and information protection”, “On state secrets”, “On standardization”, “Fundamentals legislation of the Russian Federation on the Archival Fund of the Russian Federation and archives”, etc.;

departmental and industry-wide regulatory, instructional and methodological documents issued by executive authorities at various levels;

instructional and methodological materials establishing requirements for documents, technologies for their creation and processing at the level of an individual organization or its structural unit17.

In the 1990s, the practice of compiling and publishing collections of sample documents, half-forgotten during the Soviet period, was revived and became widespread. To date, dozens of such collections have been published, in particular: Zagorskaya A.P., Petrochenko P.F., Petrochenko N.P. A writer for business correspondence (Moscow, 1992); Collection of standard contracts (Moscow, 1995); Stenyukov M.V. Samples of documents on office work (M., 1996); Andreeva V.I. Samples of office work documents (M., 1997) and many others.

Self-test questions:

What is the operational, retrospective and prospective environment for the existence of documents?

What is the difference between the subject and the object of documentation?

What are the main tasks of document management?

What disciplines belong to the documentary cycle? Are there differences between document management and office work?

When did practical document management appear in Russia and what were the first attempts at theoretical understanding of working with documents?

How did domestic document management develop under totalitarian rule?

Why did the 1960s–1970s become a turning point in the development of document science?

What factors influence documentary research in the post-Soviet period?

What is the connection between document management and history? Can it be classified as a historical science?

What can you say about the legal, economic, managerial, and technical aspects of document management?

What place does documentation science occupy in the cycle of information sciences?

What scientific research methods are used in document science?

What can you say about the role of sources in document science? Give their classification.

State educational institution

Higher vocational education

Ulyanovsky state university

Faculty of Culture and Art

I.A. Kuteynikov

Documentation

Tutorial

Lecture notes for exam preparation

For students of the Faculty of Culture and Art

Bachelor's degree 034700 “Documentation and archival science”

Profile "Documentation and preschool education"

Ulyanovsk

Topic 1. Documentation as a science

1. Subject and object of document management

3. History of documentation

1. Since ancient times, people began to understand that the preparation of documents, their movement, and storage are subject to certain patterns and rules.

For example, document creation proceeds as follows regulations:

Gathering the necessary information for drawing up the document;

Drawing up and execution of documents;

Coordinating it with interested parties;

Signing the document;

Introduction of the document into the document flow.

Certain patterns can also be observed in working with documents., For example:

Important documents must be recorded;

Execution of urgent and important documents must be controlled;

When storing documents, there must be a certain order that allows you to quickly find required document;

After a certain time, some of the documents should be transferred to archival storage, the other part should be destroyed.

The rules for documenting and working with documents, at first unspoken and scattered, became traditions, and then mandatory, enshrined in regulations. This is how the theory of document management gradually developed.

Documentation- scientific discipline that studies in historical development:

Patterns of document formation;

Methods of their creation;

The formation and development of documentation systems emerging in various sectors of human activity.

Subject studying a documentation course are:

Documents;

Methods of documentation.

Objects document studies are:

Functions, properties and structure of documents;

Patterns of document creation;

Methods of documentation;

Creation of documentation systems;

Principles of document management organization;

Ways to improve documentation processes in society.

Documentation related with information theory, linguistics, history, law, archival science, computer science and other sciences.

Current task document management is theoretical justification and identification of directions for improving modern documentation processes.

2. Documentation - an integral feature of the modern stage development civilization. Documents and documentary information underlie most management decisions and are their material embodiment, providing legal force and thereby facilitating their execution. Knowledge of document management and mastery of office work has become important for most office workers. Training of students in the bachelor's degree "Documentation and Archival Science" profile "Documentation and Documentation Support of Management" necessary for preparation:

Managers at various levels;

Specialists in the field of finance and accounting;

Lawyers;

HR specialists;

Specialists in other fields working with documents.

Main task the course is to study:

Theoretical foundations document management;

Modern requirements for the preparation and execution of documents, organization of their movement, accounting and storage.

As a result of studying the discipline "Documentation and documentation support of management" specialist should know:

Methods of documentation;

Document properties and functions;

The structure and form of a modern document;

The main composition of the enterprise documents;

Legislative and normative-methodological materials on documentation and organization of work with documents;

Documentation systems;

Rules for the preparation and execution of documents;

Organization of work with documents;

Rules for systematizing enterprise documents;

Rules for compiling a list of cases;

Rules for conducting an examination of the value of documents;

Features of working with confidential documents;

Composition, structure and functions of the management documentation support service;

Electronic document management systems;

Basics of creating an organizational archive.

In this case, the specialist must be able to:

Develop basic forms and templates for enterprise documents;

Draw up documents on various management situations;

Build a rational workflow scheme for the enterprise;

Organize control over deadlines for execution of documents;

Independently organize documents and formulate files;

Draw up a list of the organization’s affairs;

Determine the storage periods for documents;

Work with confidential documents;

Prepare files for transfer to archival storage.

3. Documentation science in Russia arose V XVI-XV1I centuries. The first stable forms of documents appeared. It was connected:

With the development of trade relations;

With the development of legal relations;

With the development of international relations.

At the beginning XVIII century, the growth of documents has led:

Towards the creation of unified forms of documents;

To draw up documentation rules;

To consolidate the rules for drawing up documents by state legislative acts.

IN XVIH-XIX centuries are established:

Legal basis documentation;

Basics of document classification (dividing them into internal and external).

In the first half XX century:

Unified documentation systems are being created;

The concepts of scientific, historical and legal value of documents are introduced.

In 1943, he became a teacher at the Moscow State Historical and Archival Institute, Professor KG. Mityaev introduced the term “document management” and developed an independent scientific course.

By the late 1950s - early 1960s. in connection with the scientific and technological revolution in the country:

The volume of information is increasing;

The number of documents increases sharply;

There is a need for scientific research in the field of document management;

There is a need to train specialists in this field.

All this served as a further impetus for the development of document management as a scientific and educational discipline. In the 1960s.:

The Unified State Record Management System (USSD) is being developed and implemented;

The All-Union Scientific Research Institute of Document Management and Archival Science is created (1966);

The first special scientific works devoted to the object of document management and its tasks appear.

In the 1990s. the terms “documentation support for management” and “information and documentation support for management” are introduced. The appearance of these terms is associated with the introduction of computer technology in working with documents. The end of the 20th century - the beginning XXI century is characterized:

Using electronic documents along with traditional documents;

Development of concepts for electronic office management and document flow.

The document and its place in the management system.

IN Federal law“On information, informatization and information protection” is enshrined following definition concepts of “documented information”:

Documented information is information recorded on a tangible medium by documenting with details that make it possible to determine such information or, in cases established by the legislation of the Russian Federation, its material medium.

Thus, a document is information recorded on a tangible medium with details that allow it to be identified.

An analysis of the definitions of the term “document” allows us to identify three main formulations:

1) “document” - a material object,

2) “document” - a carrier of information,

3) “document” - documented information.

Management is the main function through which the activities of a modern enterprise are organized and streamlined. In turn, an integral part of management activities is documentation support for management (DMS).

The purpose of the preschool educational institution is to streamline document flow, improve the work of the management apparatus and, on this basis, create conditions for the most efficient functioning of the enterprise as a whole.

The preschool educational system is based on documenting management activities, based on recording the information necessary for the implementation of management actions. As a rule, such information is recorded and formalized in the form of management documents, the totality of which forms the documentation of the enterprise.

Regulatory and methodological acts regulating the creation and execution of documents.

Currently in the Russian Federation there are a number of national legal acts regulating general rules preparation, registration and organization of work with documents in organizations and institutions. Regulatory and methodological documents on documentation support for management are developed by various government and management bodies in accordance with their competence.

The regulatory and methodological base of office work is a set of laws, regulations and methodological documents regulating the technology of creating documents, their processing, storage and use in the current activities of the institution, as well as the activities of the office work service: its structure, functions, staff, technical support and some other aspects.

The regulatory and methodological base of office work regulates the rules for drawing up documents; rules for working with documents; ensuring the safety of documents; the procedure for transferring documents for archival storage; work of the office management service; introduction of new information technologies in working with documents; working with documents that have access restrictions; legal aspects related to documents and other issues.

The normative and methodological paperwork consists of:

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

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

Regulatory legal acts of federal executive authorities (ministries, departments, committees, services, etc.), both industry-wide and departmental in nature;

Legal acts of a normative and instructive nature, as well as methodological documents on office management of institutions, organizations and enterprises;

State standards for documents;

All-Russian classifiers technical, economic and social information;

Unified documentation systems;

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

Regulatory documents for the organization archival storage documents;

Legislative acts of the constituent entities of the Russian Federation and legal acts adopted by executive authorities of the constituent entities of the Russian Federation. These acts must be taken into account when organizing office work, primarily by the bodies of representative and executive power of the constituent entities of the Federation, as well as organizations, institutions and enterprises operating on their territory.

Documentation science as a scientific discipline and its connection with other scientific disciplines.

Documentation science is closely related to historical science. Since the object of document management is a document in historical development. The appearance of certain documents, not to mention documentation systems, is directly related to the evolution of society, with its certain stages. Therefore, the functioning of documents and documentation systems, the folding of sets of documents cannot be understood without knowledge of socio-economic, political history, cultural history, etc.