The results of the unification of documents by composition are enshrined in. Standardization and unification of documents. Unified documentation systems. Information content. It means including in documents only those details that are needed to solve specific problems, for

Most management information is recorded in the form of documents. The management process itself is characterized by significant diversity and repetition of work situations and the actions taken to resolve them. Hence the large, often unjustified variety of documents, elements of their components and the need for their standardization and unification.

The economic efficiency of unification and standardization of documents is achieved as a result of reducing costs for the preparation, production and execution of documents, and their processing. In addition, an indirect effect can be obtained by improving the management system, expressed in increasing the efficiency of management by reducing the time for all types of work with documents and bringing the decisions made closer to the optimal options as a result of improving the quality of documents. Consequently, the unification of documents will represent a solution to the problems of improving their content and forms.

Thus, the objects of unification and standardization of a document should be both its form and the composition of the details included in it.

The main objectives of improving the content of a document should be: when unifying, selecting details that correspond to the purpose of the document and methods of its processing; when standardizing, establishing uniform requirements for details included in documents.

The main objectives of improving the forms of documents should be considered: with unification - the expedient reduction of the variety of documents in form and rules of execution; during standardization, the formation and implementation as a mandatory norm of restrictions that make it possible to select the most effective forms and rules for document execution and ensure their long-term storage.

Standardization- this is an activity to establish rules and characteristics for the purpose of their voluntary repeated use, aimed at achieving orderliness in the areas of production and circulation of products and increasing the competitiveness of products, works or services.

Of particular importance today is the quality of the document as a carrier of management information. The requirement to increase the information content and unify documents both in form and content comes to the fore. This problem is solved by the standardization method.

The essence of the term “standardization” is characterized by three main points. Firstly, standardization is national mandatory norms for the creation of documents established for a long period of time. Moreover, it not only introduces standards, but also guarantees their compliance. Secondly, this is the unification of the properties and qualities of the document, the introduction of uniform sizes of forms, rules, requirements for all documents and, thirdly, standardization - this is the consolidation and dissemination of only those qualities and properties of documents that have the greatest functional justification and provide the greatest managerial effect.

In the field of office work, the essence of standardization should be interpreted as the process of establishing and applying optimal rules, norms for the preparation of Documentation, adopted in the prescribed manner for their universal and repeated use.

State standard of Russia “Unified documentation systems. Unified system of organizational and administrative documentation. Documentation requirements." GOST R 6.30-2003 is the main standard in the field of office work, although it has many-aspect applications. Its main use is in organizations of all forms of ownership as a basis for developing instructions, rules or standards for documentation support of management activities.

The result of standardization work can be either standards for certain types of documents (for example, GOST 7.32-91 “Report on scientific research work. Structure and design rules”) or their elements (for example, GOST 9327 “Consumer paper. Formats”), or and to unified documentation systems. GOST R 6.30-2003 has already been cited above for the requirements for drawing up ORD, which is part of the unified system of organizational and distribution documentation (USORD).

At the state level, work is being carried out to unify documents and create unified documentation systems (UDS).

Unification- this is a reduction in the unjustified variety of types of documents, bringing them to uniformity of forms, structure, language structures, operations for their preparation, processing, accounting, and storage.

The unification of documents consists of establishing uniformity in the composition and forms of management documents that record the implementation of similar management functions and tasks. The unification of documents is carried out in order to reduce the number of documents used, typify their forms, improve quality, reduce the complexity of their processing, and achieve information compatibility during automated processing.

Unification work includes:

Development, implementation and maintenance of unified documentation systems (UDS);

Development of complexes of industry-specific unified forms of documents, reflecting the specifics of the industry, and not included in the USD;

Development of industry classifiers of technical and economic information that reflect the specifics of the industry.

USD is a documentation system created according to uniform rules and requirements, containing information necessary for management in a certain field of activity.

USD is a complex of interconnected unified forms documents providing documented presentation of data in certain types of economic activities; means of their implementation; normative and methodological documents for their development; management and application.

At the same time, classifiers of technical, economic and social information are being developed to provide integrated automated processing of data contained in the USD. Responsibility for the development and maintenance of the DSD lies with the relevant ministries and departments.

According to the all-Russian classifier of management documentation OK 011-93, the following unified management documentation systems are currently in operation in the country:

Unified system of organizational and administrative documentation (code 0200000);

Unified system of primary accounting documentation (code 0300000);

Unified system of banking documentation (code 0400000);

Unified system of financial, accounting and reporting accounting documentation of budgetary institutions and organizations (code 0500000);

Unified system of reporting and statistical documentation (code 0600000);

Unified system of accounting and reporting accounting documentation (code 0700000);

Unified labor documentation system (code 0800000);

Unified pension fund documentation system Russian Federation(code 0900000);

Unified system of foreign trade documentation (code 1000000).

Since the unified forms of documents included in the DSD constitute only part of the organization’s documentation, in order to streamline documents that are not included in the DSD, but used in their activities, organizations must themselves carry out work to unify the document forms. The results of this work are recorded in the Timesheet and Album of document forms used in the activities of the organization.

One of the USD is the unified system of organizational and administrative documentation (USORD). Its characteristic feature is that it is used to document the actions of organizations and enterprises when performing any management function at any level of management and in any industry. Therefore, in order to achieve greater uniformity of documents, it is necessary to establish uniform requirements for their preparation and execution, independent of hierarchical subordination and departmental specifics.

The complexity of the approach to the unification of documents included in the USORD is expressed in the fact that, within individual forms, the details are arranged in the order corresponding to the sequence of their registration and processing. At the same time, the methods of registration of individual details are also taken into account. One part of them is issued manually, the other with the help of technical means, and the third with the help of separate mechanical devices (stamps, seals). Therefore, details and indicators formatted in one way are placed side by side to simplify the process of filling them out. This, in particular, allows you to register the details included in the form stamp simultaneously using a rubber stamp. The USORD ensures greater reliability of information and gives documents legal force. When developing the forms of individual documents, attention is paid to ensuring that information of legal significance is drawn up in accordance with the requirements imposed on it by the relevant legislation, so that the documents contain all the details that provide them with the necessary legal force.

The purpose of developing and improving the USORD is to ensure optimal information management tasks and increase the efficiency of management decision-making. The basic principle laid down in the USORD is to identify a number of typical management tasks that are implemented using a certain chain of unified document forms built on the basis of a single form. The first document in the chain contains, as a rule, initial information, the last one contains the formulation of a management decision.

Unified system of organizational and administrative documentation- a set of standards, interconnected forms of documents, rules and regulations that establish requirements for the content and construction of documents used to solve management problems.

Thus, the USORD establishes ways to improve ORD, makes it possible to process ORD using computer technology, and regulates the use of document forms depending on management tasks.

Standardization and unification of documents are closely related. Unification is often considered as one of the methods of standardization. Unification of documents can also be carried out independently. In this case, standardization as a legal consolidation of the requirements of unification will be only one of the methods of its practical expression. What these two terms have in common is the requirement to introduce uniformity; the difference lies in the legal force and scope of distribution, with the common concept being “unification”.

Unification of documents

"...Unification of documents is the choice of rational structures for constructing document systems, bringing documents to uniformity based on establishing a rational number of forms and typing their construction. The objects of unification in forms are indicators, details of indicators, formats, location of information in the document field..."

Source:

"REGULATIONS ON THE UNIFIED SYSTEM OF CLASSIFICATION AND CODING OF TECHNICAL AND ECONOMIC INFORMATION (ESKK TEI) OF THE BANK OF RUSSIA"

(approved by the Central Bank of the Russian Federation on July 19, 2000 N 116-P)

Official terminology. Akademik.ru. 2012.

See what “Unification of documents” is in other dictionaries:

UNIFICATION OF DOCUMENTS- according to the State Budgetary Educational Institution, – establishment of uniformity in the composition and forms of management documents recording the implementation of the same type of management functions and tasks. The unification of documents is carried out in order to reduce the number of documents used... ...

Unification (in technology)- Unification in technology, reduction various types products and means of their production to a rational minimum of standard sizes, brands, shapes, properties, etc. The main goal of the U. is to eliminate the unjustified variety of products for the same purpose and... ...

unification of accounting documents- Establishment of uniform forms accounting documents, intended for the design of homogeneous business transactions in various enterprises and organizations. Topics: accounting... Technical Translator's Guide

UNIFICATION- (lat. uni one and facere do) establishing uniformity, bringing to a single form (documents, parts, spare parts, equipment, services, etc.). Raizberg B.A., Lozovsky L.Sh., Starodubtseva E.B.. Modern economic dictionary. 2nd ed... Economic dictionary

Unification- Notes 1 Unification is usually associated with a reduction in diversity. 2 In the practice of standardization in the Russian Federation, unification means bringing to uniformity technical characteristics products, documentation and means of communication... ... Dictionary-reference book of terms of normative and technical documentation

Unification- I Unification (from Uni... and lat. facio - I do) bringing to uniformity, to a single form or system. II Unification in technology, bringing various types of products and means of their production to a rational minimum of standard sizes,... ... Great Soviet Encyclopedia

UNIFICATION OF MANAGEMENT DOCUMENTS TEXTS- according to DR 191–98 “ Methodical recommendations VNIIDAD “Unification of texts of management documents” - the establishment of a unified form of linguistic expression that most accurately conveys the content of regularly recurring management situations or... ... Records management and archiving in terms and definitions

UNIFICATION OF TEXT STRUCTURE- according to DR 191–98 “Methodological recommendations of VNIIDAD “Unification of texts of management documents” - selection of the sequence of arrangement of semantic components of the text that best suits the purpose of the document... Records management and archiving in terms and definitions

UNIFICATION OF ACCOUNTING DOCUMENTS- establishment of uniform forms of accounting documents intended for registration of homogeneous business transactions in various enterprises and organizations... Great Accounting Dictionary

In the last third of the 20th century, with the beginning of the large-scale use of new information technologies, the question arose about the need to unify documented information, primarily in the field of management. In 1971, a special decree of the USSR Government was adopted to accelerate work on the creation of unified documentation systems and classifiers of technical and economic information. Their development was based on functional systems documentation.

In our country, for the first time in domestic and foreign practice, a system of documentation support for management was created in order to establish a unified procedure for documenting management activities throughout the state. She received the code name EGSD-1973 (Unified State System of Records Management). In total, 16 unified documentation systems were developed in the Soviet Union.

A unified documentation system is the result of unifying the documents of this system.

Unification– this is the reduction of any objects (including documents) to a single system, form, uniformity and reduction of the original set of these objects (for example, forms or types of documents, their indicators and details). Unification necessarily leads to the establishment of rational (for some fairly long time) uniformity in any area of ​​activity, including documentation.

Unification of documents– this is the reduction of documents to a single system, form, uniformity and reduction of the original set of forms or types of documents, their indicators and details. Unification necessarily leads to the establishment of rational uniformity in documentation for some fairly long time. In other words, the essence of document unification comes down to reducing their unjustified diversity by establishing a rational composition of document forms, bringing them to uniformity through the unity of structure, details, language structures and operations for processing, recording and storing documents. During unification, a reduction in the number of types and forms of documents is achieved by removing unnecessary and duplicate documents from the document chains that have developed in the documentation system.

Management documents used in a variety of areas and management bodies must be drawn up in a uniform manner. This makes it possible to include documents in a unified record-keeping system for the country, facilitates their prompt processing and execution, and reduces the time spent on working with documents not only of record-keeping personnel, but also of all employees of the administrative apparatus - from managers to ordinary employees.

Unification of documents is the establishment of uniformity in the composition and forms of management documents created in the process of implementing similar management functions and tasks, operations for their processing, accounting and storage. Unification allows you to streamline work with numerous documents, simplifies and speeds up the exchange of business information.

Unification of management documents involves unification of composition documents created when solving management problems, and unification forms documents.

Unification of the composition of documents organization is the selection and consolidation of a set of documents necessary and sufficient to solve management problems (as a result, the composition of the organization’s documents can be significantly reduced).

Unification of document forms– this is the selection and consolidation in unified forms of documents of information indicators and details corresponding to the purpose of the documents, and the establishment of uniform requirements for their preparation and execution.

Unification in office work can be like independent work, and a stage in standardization work.

In accordance with Article 2 Federal Law“On technical regulation” dated December 27, 2002 No. 184-FZ, standardization – is “the activity of establishing rules and characteristics for the purpose of their voluntary repeated use , aimed at achieving order in the areas of production and circulation of products and increasing the competitiveness of products, works or services.”

In accordance with the same articles " standard ... is a document in which, for the purpose of voluntary repeated use, the characteristics of products, rules for implementation and characteristics of the processes of production, operation, storage, transportation, sale and disposal, performance of work or provision of services are established.” The standard may also contain requirements for terminology, symbols, packaging, markings or labels and rules for their application.

The essence of standardization is the development of optimal rules and requirements for the preparation, execution, recording and storage of business documentation, adopted in the prescribed manner and recommended for their general and repeated use in office work. In other words, standardization documents - this is the establishment of uniform norms and rules for documents in order to streamline management. Standardization is the result of unification, its highest form.

Standardization means elevating basic rules and requirements into legal norms to the development and execution of management documents. Thanks to standardization, a huge mass of documents is created according to the same rules, faster and easier to perceive by recipients.

The result of unification and standardization work can be either standards for certain types of documents (for example, GOST 7.32-91. Research report. Structure and design rules) or their elements (for example, GOST 9327. Consumer paper. Formats), and and to unified documentation systems (for example, GOST R 6.30-2003. Unified systems documentation. Unified system of organizational and administrative documentation. Documentation requirements). Unified documentation systems consist of a set of interconnected document forms that provide documented presentation of data in certain types management and economic activities.

Unified Documentation System (UDS), according to a standardized definition, is “a documentation system created according to uniform rules and requirements, containing the information necessary for management in a certain field of activity.” As we see, this definition reflects the essence of two concepts: “documentation systems” and “unification of documents”.

If a documentation system is formed based on the needs of documenting a particular activity, then a unified documentation system is the result of unifying the documents of this system: bringing documents to a single system, form, uniformity and reducing the original set of forms or types of documents, their indicators and details. Unification necessarily leads to the establishment of rational uniformity in documentation for some fairly long time.

A unified documentation system contributes to:

1) reducing the cost of manual labor in information processes (as a result, a minimum of effort is required from a person to fill out or read documents);

2) the widespread use of electronic computing technology, since unified forms of documents are convenient for electronic processing (this is achieved by ensuring software, technical and information compatibility of documents, developing appropriate forms of documents, classifiers, dictionaries, etc.);

3) streamlining information flows;

4) reducing the number of documents;

5) further improvement of document culture and information culture in general.

All this taken together makes it possible to increase management efficiency, since greater efficiency in obtaining high-quality information is achieved, the number of errors in documents is reduced, manual operations are reduced, the creative nature of management work increases, and the financial costs of working with documents are reduced.

The above applies not only to Russian sphere working with documents. Thus, according to research conducted in the USA, the cost of an individually compiled and printed service letter reached the amount of 3 dollars 75 cents, while the cost of drawing up a form letter, i.e. unified document, was equal to only 25 cents.

Standardization is a form of legal consolidation of the results of unification. Therefore, USD is a complex state standards, defining, firstly, the basic provisions of the unified system and, secondly, the uniform form of all documents included in it. In other words, the unified documentation system (UDS) includes: 1) state standards; 2) unified forms of documents, 3) guidelines on their application. The core of the entire USD is made up of unified document forms.

Unified document form- this is “a set of details established in accordance with the tasks being solved in a given field of activity and located in a certain order on a storage medium.”

Depending on the level of approval, they are divided into the following categories:

All-Russian;

Industry (departmental);

Forms of documents of the subjects of the Federation;

Forms of documents of associations, enterprises, organizations.

All-Russian unified forms are intersectoral. These forms are used to document typical management processes inherent in all organizations, regardless of types of activities and legal forms. These forms are approved at the federal level. The developers of unified forms at the all-Russian level are the Federal Archival Agency, Federal service state statistics, Ministry of Finance of Russia, Central Bank of the Russian Federation. National unified forms of documents are mandatory for use in all institutions, organizations, and enterprises, regardless of their subordination and form of ownership. An example of unified forms of documents at the national level can be unified forms of primary accounting documentation for the accounting of labor and its payment, approved by the resolution State Committee Russian Federation according to statistics dated January 5, 2004 No. 1.

Along with intersectoral documentation systems, there are forms of documents that reflect the specifics of information support for specific sectors of activity or individual organizations. This specificity can be of two types: 1) special additional requirements for information to solve standard management functions, for example, registration of admission, transfer and dismissal of personnel in education, healthcare, etc.; 2) specific activity, for the implementation of which this or that branch of activity and its management were, in fact, formed. This type specific documentation certainly exists, since these documents record the main activities of the industry, for example, healthcare documentation (recipes, sick leave, medical history, etc.); documentation for archival affairs(inventory of cases, certification sheets, guidebooks, etc.); documentation of geological exploration production (maps, profiles, well records, etc.); educational documentation (schedules, progress reports, course programs, etc.). Issues of determining the composition of this documentation, its information content, internal organization and registration is carried out by departments and (or) other organizations officially designated as the leading ones in a particular field of activity, for example, the Russian State Library - for other libraries in the country. Industry-specific forms of documents are of a regulatory nature within the administrative (departmental) system, for example, judicial, notarial documentation, etc., or for all organizations engaged in specific activities, for example, insurance, medical documentation, etc.

Forms of documents of the subjects of the Federation are approved at the level of regions, regions, territories, republics, bodies local government and reflect the specifics of documenting the activities of these entities. The use of such forms applies to organizations and institutions under the jurisdiction of the relevant constituent entities of the Russian Federation.

Document forms for associations, enterprises, and organizations are developed, approved and applied at the local level.

Unification of the form of documents makes it possible to improve their quality, since the content of the unified form includes the optimal number of comparable indicators and necessary details. This form is rational in terms of the arrangement of details and provides convenient ways of filling out and compiling. The use of unified forms in practice gives a significant effect by reducing the costs of drawing up, producing, processing documents, their transmission and processing. All this allows you to speed up the passage of documents in the organization and optimize document flow. Improving the content of documents allows you to improve its quality and optimize management tasks by obtaining necessary and sufficient information.

The results of unifying the composition of documents are recorded in the Sheet of Document Forms, and the results of unifying document forms are recorded in the Album of Document Forms.

In order to reduce the number of document forms used, on a strictly legal and functional basis, in ministries, departments, and specific organizations, based on the results of unification, Tables of unified document forms are being developed.

Table of unified forms of documents- this is a “list of approved unified forms of documents” .

An approximate Table of Forms is a single normative document, which is a list of unified forms of documents necessary and sufficient for the implementation of the functions and tasks of the management activities of an enterprise, with a description of their legal status, the main stages of preparation and completion, submission and the established mandatory form. In practice, the Timesheet is a real way to streamline the process of documenting or drawing up documents, to create visual diagram recording all types of activities in documents. The report card establishes strict rules for this recording regarding place, time, decision makers, and documentary form. The Timesheet must include all documents, regardless of who and on what medium they are produced.

In current activities, the Table of Document Forms serves as a reference book containing, in an ordered form, the forms of documents used by the organization to document its own management activities, and allowing for a quick search for the necessary document forms indicating all or the main stages of preparation and execution of the document.

The document form sheet is intended for:

Optimization of the composition of document forms used in the organization and their consolidation in a single regulatory document;

Classification of document forms used in the activities of the organization by functions and areas of activity;

Unification and regulatory consolidation of the procedure for preparing documents in the organization;

Unification of document forms;

Streamlining the organization's documentary base in order to increase the efficiency of the use of computer information technologies in management activities.

Legal basis development of the Sheet of Unified Forms of Documents is a corresponding entry in the State System of Documentation Support for Management (GSDMOU): “the composition of management documents created in organizations is determined by their competence and functions, the procedure for resolving issues, the volume and nature of the relationships between organizations and is fixed in the sheet of documents.” In accordance with the State Budgetary Educational Institution, a sheet of document forms must be compiled in each organization. The use of documents not specified in the Table is prohibited. The State Budgetary Educational Institution provides approximate form Table of unified forms of organizational documents. It is compiled in the form of a table. The basis of the Timesheet scheme is the classification of functions performed by all divisions of the organization.

Along with the development of a Sheet of Document Forms, it is advisable to develop an Album of Document Forms, which contains the document forms included in the Sheet and consolidates the results of the unification of the composition and forms of the organization’s documents. Both the Album and the Sheet of document forms are approved by the head of the organization. Based on the Album of Document Forms, document forms are designed.

The album of document forms contains unified document forms included in the Timesheet and consolidates the results of the unification of the composition and forms of the organization’s documents by management functions.

National unified forms of documents are developed taking into account the possibility of their computer processing. They are mandatory for use in all institutions, organizations and enterprises, regardless of their subordination and form of ownership.

Album of document forms– a collection of standard unified forms of documents necessary for documentation support for the management of this particular organization, institution, enterprise

An album of document forms in an organization should be presented in two versions:

Paper (reference sample), which is stored in the organization’s Office Management Service (in the office);

An electronic copy that should be on every automated workstation.

Characteristic Features albums of unified forms of documents included in unified management documentation systems are:

Uniformity in the construction of forms and regulation of the content of documents included in each system; exclusion of duplicate data from documents, as well as data traditionally included in them, but not used in solving specific problems, which makes it possible to achieve one-time input of information in the process of solving a management problem;

The unity of the terminology and symbols used, which makes it possible to achieve comparability of indicators when moving from one level of management to another and from one system to another based on the unification of algorithms for generating indicators and documents;

A certain final set of details and indicators for each type of document and the creation of unified models for constructing types of documents and specific forms;

Establishment of uniform rules for the compilation and execution of document details, common to all documentation systems and specified in cases of specific features.

The use of the Timesheet and Album of document forms ensures:

Compliance of the document forms used with the tasks being solved;

Efficiency of implementation of management functions;

Reducing the amount of working time spent on drafting, processing and processing documents.

DSDs are positioned by standardization bodies and developers as mandatory for any management structures and organizations that use various technologies for document management support (DMS).

The most extensive set of tasks and documents is the complex of normative documents (standards) and unified management documentation systems developed on their basis, which includes several hundred document forms.

The most complete set of unified management documentation systems and corresponding forms of documents is presented in All-Russian classifier management documentation OK 011-931 (OKUD), where each type of document received its own code designation, determined by its belonging to one of the USD and its place within this system. This code designation confirms compliance with the standard sample approved for mandatory use.

Currently, the following unified management documentation systems exist in the Russian Federation.

1. Unified system of organizational and administrative documentation:

Documentation on the creation of an organization or enterprise;

Documentation on the reorganization of an organization or enterprise;

Documentation on liquidation of an organization, enterprise;

Documentation on the privatization of state and municipal organizations, enterprises;

Documentation for administrative activities enterprise organization

Documentation on organizational and regulatory regulation of the activities of an organization or enterprise;

Documentation on operational and information regulation of the activities of an organization or enterprise;

Hiring documentation;

Documentation on dismissal from work;

Documentation for registration of vacations;

Documentation for registration of incentives;

Documentation for registration of disciplinary sanctions.

The unified system of organizational and administrative documentation (USORD) is of particular importance for office work . Almost all office work services work with most of the documents of this system, regardless of the direction of the organization’s activities and its legal form.

USORD includes a state standard, an album of unified document forms and instructions for their completion and use

The state standard for organizational and administrative documentation had several editions, the first of which was put into effect in 1972. Resolution of the State Standard of Russia dated March 3, 2003 No. 65 approved GOST R 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for the preparation of documents”, which came into force on July 1, 2003. This standard establishes the basic rules for the preparation of documents, requirements for the content of information on the form, the procedure for addressing, agreeing, signing, and approving the operational documents.

2. Unified system of primary accounting documentation:

Documentation on labor accounting and payment;

Documentation for accounting of fixed assets and intangible assets;

Documentation for accounting of cash transactions;

Documentation on accounting for materials; guidance on recording inventory results;

Documentation for accounting for low-value and wear-and-tear items;

Documentation for recording work in capital construction and repair and construction work;

Documentation for accounting of agricultural products and raw materials;

Documentation on grain movement accounting;

Documentation for recording the movement of other crop products;

Documentation for recording animal movements;

Documentation for recording the movement of livestock products;

Documentation for accounting for product sales;

Documentation for accounting of products, inventory items in storage areas;

Documentation for recording the operation of construction machines and mechanisms;

Documentation for recording work in road transport.

3. Unified system of banking documentation:

Payment documentation for non-cash payments;

Documentation on issue, cash and budget operations;

Documentation for reconciliation of advice notes;

Organization documentation currency regulation and exchange control;

Documentation on control of settlements using advice notes between Bank of Russia institutions;

Documentation for credit operations banks;

Documentation on money circulation;

Bank reporting documentation;

Depository accounting documentation.

4. Unified system of budget financial, accounting and reporting documentation:

Financial documentation;

Budget reporting documentation;

Documentation for budget accounting;

Documentation on reporting on the execution of the federal budget submitted to the Government of the Russian Federation;

Documentation for financial statements on the execution of the federal budget for submission to the Accounts Chamber of the Russian Federation.

5. Unified system of reporting and statistical documentation:

Documentation on institutional transformations in the economy, development of the non-state sector;

Documentation on macroeconomic indicators and economic balances;

Documentation on income and standard of living of the population;

Documentation on science and innovation;

Demographic and Offending Documentation;

Documentation on the economic activity of the population, payment and working conditions of workers;

Wholesale trade documentation;

Financial documentation (public finance and money circulation, finances of the organization);

Documentation for natural resources and security environment, housing and communal services, healthcare, tourism and recreation, education and culture, paid services;

Documentation on industrial statistics;

Documentation for agriculture;

Construction documentation;

Documentation on foreign economic activity;

Retail Documentation and catering;

Documentation on transport and communications;

Documentation on prices and tariffs;

Investment documentation.

INTRODUCTION

1.2. International experience in the field of standardization

1.3.Development of domestic standardization

CHAPTER 2. UNIFICATION AND STANDARDIZATION OF DOCUMENTS

2.1 Unification of documents

2.2 Standardization of documents

2.3 Unified documentation systems

2.4 Requirements GOST 6.30-2003

CONCLUSION

LIST OF REFERENCES USED

Improving the management system of social production is always the focus of attention of our state. Suffice it to recall that modern production is characterized by high rates of scientific and technological progress. Its scale is increasing and economic ties are becoming more complicated. All this requires continuous improvement activities of the management apparatus, improving its structure, increasing the technical equipment of managerial work.

The effective functioning of the management apparatus is inextricably linked with the correct organization of work with documents. Almost no technological management function associated with information sources, preparation and decision-making can be done without documentation - the process of creating, executing and processing documents.

The activities of all employees of the management apparatus are related to documentation: from technical performers to managers of all levels. Some create documents, others ensure their execution and transmission, others are guided by these documents and make decisions based on them.

The concept of “document” is defined by the State Standard of the Russian Federation for the terminology of office work and archiving. It is mandatory for use in all types of documentation: textbooks, textbooks, technical and reference literature.

Document - a means of securing in different ways on special material of information about facts, events, phenomena of objective reality and human mental activity. Thus, the concept of “document” is derived from the understanding of information as information. Information contains information about some events that they reflect.

In the daily work of enterprises, documents are created on various issues of production, economic, financial and social activities. These are orders, decisions, letters, acts, contracts, protocols, statements, telegrams, certificates, etc. Documents that are drawn up at enterprises are usually called correspondence.

The set of works associated with the creation of documents, their registration, classification, movement, accounting and storage is called office work.

The success of an enterprise largely depends on the correct organization of office work. Office work at enterprises and institutions is carried out on the basis of the Unified State System of Office Work (USSD), the main provisions of which are approved by the Resolution of the State Committee of the Council of Ministers of the Russian Federation.

The unified state record keeping system helps to avoid excesses and duplication of work, since it formulates uniform requirements and recommendations on the preparation of documents, organization of document flow, recording and retrieval of information, monitoring the use of documents and grouping them into files.

The scientific organization of office work and the culture of its management have a positive effect on the entire economic activity of the enterprise. Paperwork should be simple and efficient. There can be no place for red tape and bureaucracy.

IN modern conditions the main task is to ensure further development and increase in the efficiency of automated control systems and computer centers, consistently integrating them into a nationwide system for collecting and processing information; expand the production and use of office equipment to streamline office work and improve the organization of managerial work.

The solution to this problem must necessarily be combined with streamlining the information base and improving documentation processes. The greatest efficiency from the use of electronic computer technology can be achieved by organizing all the initial information, the mass carrier of which is documentation.

Increasing the efficiency of production management is inseparable from improving documentation processes at all levels of management, streamlining document flow and scientific organization of office work.

The relevance of this topic is due to the fact that modern stage In the light of reforming legislation on standardization, it is of greater interest to substantiate the problem of unification and standardization of management documents, as one of the factors in increasing the productivity of managerial labor. This determines the choice of the topic of our research: “Unification and standardization of documents.”

Object – management documents.

Subject – features of unification and standardization of management documents.

The goal is to characterize the features of unification and standardization of management documents.

1. Give the concept of standardization in general, characterize the objects of standardization;

2. Study international and domestic experience in the field of standardization;

3. Study the system of unification and standardization of documents;

4. Draw a conclusion on the work.

CHAPTER 1 STANDARDIZATION IN GENERAL

1.1 Standardization: concept, purpose, objects

In 1993, a new edition of the set of state fundamental standards was adopted " State system standardization of the Russian Federation (GSS)". Changes and additions to it bring the organization of standardization in the Russian Federation closer to international rules and take into account the realities of a market economy. In particular, new category normative document - technical regulations, a rule is formulated on information about regulatory documents. These innovations are very important in terms of Russia's accession to the GATT/WTO Standardization Code. The provisions of the GSS regarding state control and supervision of compliance with mandatory requirements of standards and certification rules. Appropriate changes have been made to the terminology to harmonize it with ISO/IEC recommendations. Thus, instead of the previously used term “approval” of a standard, the term “acceptance” of the standard has been officially established. The forms of application of international and regional standards in Russia have been formulated in a new way. The approximation of the rules of domestic standardization to international ones is also reflected in the interpretation of the requirements of the state standard (dividing them into mandatory and advisory). The rules for establishing in standards requirements for manufacturers to provide a guarantee have been excluded. Following international experience, they are classified as commercial, which are not subject to standardization, but are specified in contractual relations. However, practice has suggested that some kind of official documents establishing warranty obligations are still needed. Therefore, in accordance with the “New Rules for the Sale of Certain Types of Food and Non-Food Products,” rules are being developed (usually of an industry nature) that prohibit the sale of goods without instructions, technical data sheets, warranty cards, etc. Compliance with these regulations is especially important for household electrical and radio equipment and other durable goods.

The above examples emphasize that standardization activities are very dynamic, they always correspond to changes occurring in various fields the life of society, especially in the economic sphere, must strive to keep up with and even anticipate them, so that standards contribute to the development, and not the lag, of domestic production.

In addition, the current standardization system clearly shifts priorities to assessing the quality of standardization objects and their testing methods, which is also consistent with global standardization experience and is necessary to ensure mutual understanding between partners both in the field of engineering and technology, and ultimately in trade and economic relations .

The new standardization system provides an opportunity for broad participation in the process of creating a standard by all interested parties. This is realized by the legal right of product manufacturers, consumers, project developers, representatives of public organizations, and individual specialists to participate in the work of technical committees, of which there are already several hundred in Russia.

The Standards Fund, which serves as the basis for information support for work not only on standardization, but also on certification, metrology and quality management, has also acquired interstate significance for the CIS. This promotes both the development of standardization in the Commonwealth countries and the strengthening of economic ties between them.

Standardization is an activity aimed at developing and establishing requirements, norms, rules, characteristics, both mandatory and recommended, ensuring the consumer’s right to purchase goods of good quality at an affordable price, as well as the right to safety and comfort at work. The purpose of standardization is to achieve an optimal degree of order in a particular area through the widespread and repeated use of established provisions, requirements, and norms to solve actual, planned or potential problems. The main results of standardization activities should be an increase in the degree of conformity of the product (service), their processes functional purpose, eliminating technical barriers in international trade, promoting scientific and technological progress and cooperation in various fields.

Organizational problems and methods for resolving them are very diverse and repetitive. Diversity generates a large volume of documents, and repeatability makes it possible to unify and standardize them. How to properly organize and carry out these procedures is described in the article.

From the article you will learn:

Unification of management documents

Documentation is an essential condition for the organizational and management activities of any enterprise. Work situations and the actions taken to resolve them, at first glance, are very diverse, but subsequent analysis reveals a high degree of repetition. Diversity leads to a large number documents, and repeatability makes it possible to unify and standardize them.

The essence of the unification of management documents is to discover the substantive and formal uniformity that arises when performing similar management functions.

Legal consolidation of the results of unification is the essence of the process of standardization of management documents.

The main goals of unifying business documentation are:

bringing forms to a single standard of types;

improving the overall quality of performance;

increased processing speed;

ensuring formal and substantive compatibility of various groups of documents related by typologically similar management functions;

optimizing the implementation of computer data processing.

The main meaning and purpose of unification is to reduce the excessive variety of forms of business papers, bringing them to formal and substantive uniformity at the level of structure, linguistic structures and the nature of the operations performed on them (processing, accounting, storage).

In turn, the meaning and purpose of standardization is the approval of new norms, reform of the rules and requirements for the preparation and execution of business papers. This is done with the aim of disseminating the results of unification for their general application.

The results of the work are embodied in the adoption of changes or approval of new interstate ( GOST), state (GOST R), industry (OST) standards, as well as standards applied within individual enterprises and organizations (STP).

The domestic practice of developing unified documentation systems has extensive experience. For quite a long time, the requirements for the preparation of management documentation were regulated by GOST 6.38-72. Twenty years of practice in using this standard has allowed us to accumulate a number of proposals for its improvement, which were embodied in the adoption in 1990 of a new standard - GOST 6.38-90.

The development of computerized office support systems led to the need for a significant modernization of the existing standard and the introduction in 1998 of the new GOST R 6.30-97, which introduced significant changes to the requirements for the preparation of management documentation. This standard is currently in force.

Read also:

• The first steps towards automation of document flow in holdings. Unification and optimization of business processes
• About the draft national standard “Ensuring long-term preservation of electronic documents”
• What documents need to be changed in connection with the adoption of professional standards

Unification of document text

Management situations and the actions they cause are regularly repeated. However, at the content level, this can be expressed in the use of quite diverse language structures. The process of unifying the text of a document consists of selecting optimal language forms and assigning them to standard management decisions.

This process can take place at the level of phrases, text blocks, or the entire text of a business paper. The result of this work is to increase the efficiency of preparation and execution of management decisions. At a practical level, this is expressed in the development of a set of rules and techniques that makes it possible to simplify not only the process of creating text, but also to facilitate its perception and subsequent processing using specialized software systems.

The unification of texts is carried out at several levels:

1. the general composition and nature of the information contained in the text;
2. genre and compositional structure of the text;
3. linguistic forms of expressing information;
4. rules and techniques for constructing individual text units: sentences, phrases, cliches.

In this case, it is necessary to strictly monitor compliance with a number of basic principles of text unification:

the management situation should not be distorted in the text;

the composition and nature of the information must correspond to the type and genre of business paper;

speech means used in the text must be unified;

use of standard sentence patterns, set expressions, generally accepted clichés and phrases;

strict adherence to terminological unambiguity;

Abbreviations used in the text must be generally accepted.

use of standard units of measurement.

Principles of document unification

Basic principles unification of documents are given below:

1. This process should be carried out according to the principle of movement from general to specific. This is expressed in the development of a form - a sample of business paper for each specific area of ​​office work and, on its basis, the implementation and distribution of an attribution system and a set of details for specific units of the document flow system.
2. The formal construction of texts should strive to maximum uniformity. This is achieved through the use of standard schemes, stencils, common principles of data placement and common principles of reduction.
3. The process should be comprehensive. This is expressed in the fact that the implemented requirements must be consistently observed at all stages of document development - from creation and filling to processing, execution and transfer for storage.
4. Informative expediency. The details and other attributes of a business paper must correspond to the tasks in which it is involved. They should also facilitate efficient searching and confirm the legal validity of the paper.
5. The number of types of documents should shrink. This is achieved through the introduction of data processing software systems into the management system and the widespread use of office equipment;
6. Stability norms, rules and requirements. This principle is ensured by the introduction of national and industry standards.
7. The information coding and data classification systems introduced must comply with principle pairing with existing systems.
8. Principle efficiency means used. It manifests itself in the expedient introduction of new units into the existing document flow system, the use of standard forms, as well as the optimization of the system of details and the rational design of business papers, eliminating the use of unnecessary elements.
9. Business papers must answer principle of conformity tasks and management procedures in which they participate.
10. The system of attribution and details of various types of documentation must meet the principle of unification.
11. The principle of consistency. It is expressed in the fact that the placement of details in the text must correspond to the sequence in which they are filled out and perceived by a person or machine.
12. Reducing physical volume business papers through optimal use of their space to accommodate details.
13. The principle of interconnectedness. Different systems and levels of management must develop interrelated requirements for the execution of business papers.
14. The principle of historicism. Corporate traditions and historical practices for document processing must be taken into account when introducing new norms.
15. The principle of pragmatism. Working with documents should be convenient.

Principles of document standardization

1. Application technical regulations is a mandatory procedure.
2. Decree regulations, as well as technical codes, state and industry-level standards and information on the procedure for their development and implementation should be available to all interested parties.
3. International and interstate standards are a priority.
4. Modern achievements of science and technology must be taken into account in the standardization process.
5. The development of technical codes and standards at all levels must respect the right of participation of individuals and legal entities, including foreign technical committees for standardization.
6. The application of state standards should be carried out on the principle of voluntariness.