Approaches to unifying the structure and identification of a document. Unification and standardization of documents. Unified documentation systems. All-Russian classifiers of technical, economic and social information

Unification in a broad theoretical sense is usually understood as the optimal reduction in the number of elements in objects that make up any complex or system.

The main goal of unification and standardization of management documentation is to create a system of documents that can provide an economic effect. The use of unified documents should simultaneously promote the growth of creative elements in managerial work and improve its culture.

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, their transfer, processing, storage, and destruction. 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: during unification - selection of details that correspond to the purpose of the document and methods of its processing; during standardization - the establishment of uniform requirements for the details included in documents.

A unified document form (UFD) is a set of details established in accordance with the tasks to be solved in the assigned field of activity and located on a storage medium in a certain order.

The main objectives of improving document forms should be considered: when unifying:

· expedient reduction of the variety of documents in form and rules of execution; during standardization

· formation and implementation as a mandatory norm of restrictions that allow selecting the most effective forms and rules for processing documents and ensuring their long-term storage.

Document standards should contribute to the unification of forms of management documentation, the organization of centralized production of forms, the creation of the possibility of centralized processing of official documents and facilitating the work of management personnel, as well as reducing the cost of office expenses.

The introduction of standardization into management documentation is due to the unjustified variety of types and forms of documents recording the implementation of identical management actions.

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 norms, 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, and requirements for all documents.

Thirdly, standardization 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.

Unification and standardization 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 legal force and scope, with the common concept being “unification”

Legal force of standards, inclusion in the standards of the requirement for mandatory unification of documents, enshrining in the standards only the best solutions and combinations make standardization an effective method for streamlining document management.

The leading method for achieving standardization goals is the single form method, which represents the concentration of the properties and qualities of a certain set of documents in a single matrix - a form. In general, when unifying documents, it is necessary to construct their forms so that when filling out and processing, technical means can be more widely used to reduce the amount of unproductive manual labor.

For example, the transition of the economy of the Republic of Belarus to market relations requires the necessary measures to develop and maintain national unified forms documents used by enterprises and organizations of various forms of ownership and levels of management for accounting purposes, incl. and statistics, and meeting the standards accepted in international practice.

The developed unified forms of documents are combined into unified documentation systems (UDS). USD is a documentation system created according to uniform rules and requirements, containing information necessary for management in a certain field of activity.

The unified forms of documents used are a set of details established in accordance with the tasks being solved in a given field of activity and located on a storage medium in a certain order.

The purpose of creating a DSD is to determine and establish the optimal composition of document forms.

In addition to unified document forms, unified documentation systems include:

· Documents of international organizations establishing unified forms of documents;

· interstate standards and guidance documents on interstate standardization, establishing the composition and content of work on the unification of document forms used by bodies, departments and organizations of the CIS countries;

· standards and guidelines of the Republic of Belarus, establishing the composition and content of work to unify the forms of documents used at all levels of economic activity and ensuring a uniform procedure for carrying out this work;

· normative documents issued by developers of USD for a specific functional purpose

When unifying documentation, the following work is carried out:

· establish a nomenclature of existing forms;

· build a unified model of documents for groups of homogeneous tasks using, as a rule, a sample form;

· establish general syntactic rules for document construction;

· establish methods for monitoring document execution.

Work on the unification of documents is necessary in various types economic activity (statistics, financial activities, accounting, etc.).

The republic is currently developing several unified documentation systems: primary accounting documentation, reporting and statistical documentation, labor and social issues, trade, etc.

One of the USD is the unified system of organizational and administrative documentation (USORD).

A characteristic feature of organizational and administrative documentation 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 all industries. 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 terminology used in the system of organizational and administrative documentation is also being standardized, where each term is given a clear, unambiguous definition. When developing a USORD, the number of types of documents used in it is also significantly reduced.

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, 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. In particular, this 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 existing legislation, so that the documents contain all the details that provide them with the necessary legal force.

The goal of developing and improving the USORD is to ensure optimal information management tasks and increase the efficiency of making management decisions. The basic principle embedded in the unified system of organizational and administrative documentation 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 formula. The first document in the chain contains, as a rule, initial information, the last one contains the formulation of a management decision.

A unified system of organizational and administrative documentation is 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.

The USORD includes standards that establish general requirements to the contents and forms of documents, an album of unified forms of documents, normative and methodological materials on their application, a classifier of unified forms of documents, which is a section of the National Classifier of the Republic of Belarus “Unified Documents”, normative and methodological documents on the use of a classifier of unified forms of ORD.

The composition of the unified forms of documents includes: act, schedule, reporting and explanatory notes, job description, statement, regulation, presentation, rules, letter of request, protocol, order, structure and staffing, decision, charter, staffing table.

Unified forms are systematized by subsystems: creation, reorganization and liquidation of an organization, enterprise; privatization of state and municipal enterprises; admission, transfer, dismissal; registration of holidays and incentives, imposition disciplinary sanctions; administrative activities organizations, enterprises; organizational-normative and operational-information regulation of the activities of organizations and enterprises.

Processing of operational data by means of computer technology is achieved by encoding the information contained in the document. Therefore, for the functioning of operational activity forms, a classifier of unified operational activity forms has been developed, which is an integral part of the system.

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

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 systems documentation

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. Record keeping at enterprises and institutions is carried out on the basis of the Unified State Record Management System (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 enterprises. 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 efficiency automated systems management 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 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 has been formulated regarding information about normative 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, according to 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 passports, 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 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.

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.

Unification means “bringing something to a single system, form, uniformity.” According to the official definition, unification is the selection of the optimal number of varieties of products, processes and services, the values of their parameters and sizes. Based on this, it follows that, firstly, in the process of unification, a rational reduction of the elements of the original set of objects (for example, forms or types of documents, their indicators and details) must be carried out. And secondly, unification necessarily leads to the establishment of optimal (for some fairly long time) uniformity in any area of activity, including documentation. 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.

Standardization of documents is a form of legal confirmation of the unification carried out and the level of its mandatory nature.

Standardization is the process of establishing and applying standards, which are understood as “a sample, a standard, a model, taken as the initial ones for comparing other similar objects with them.” A standard as a normative and technical document establishes a set of norms, rules, requirements for the object of standardization and is approved by the competent authority. The use of standards helps to improve the quality of the created product (in this case, a document). In Russia, standardization activities are coordinated by state standardization bodies.

Standardization is a complex process. It includes elements such as typification, unification, aggregation. On the one hand, these are standardization methods, on the other, types of work that can be carried out as independent ones. For example, in a broad sense, typing is the development of standard structures or technological processes based on common for a number of products (processes) technical characteristics. In document science, this method is used to create standard forms of documents and standard texts, i.e. samples or standards on the basis of which specific documents are created. A standard text is a sample text, on the basis of which texts of similar content are subsequently created.

The following categories of standards have been established:

state standards (GOST).

industry standards (OST);

republican standards (RST).

The unification of documents is carried out in order to reduce the number of documents used, typify their forms, improve quality, reduce the labor intensity of their processing, achieve information compatibility of various documentation systems for the same and related management functions, and more efficient use of computer technology.

The main goal of unifying management documentation is to create a system of documents, the implementation of which, instead of the one used, will provide a significant economic effect.

Unification work includes:

· development of USDD, which is carried out by ministries and departments responsible for the relevant documentation systems;

· introduction of inter-industry (interdepartmental) DSD in republican and sectoral DSD:

· implementation of developed OKTEI;

· maintaining USD and OKTEI in order to maintain the reliability of information and their further development;

· development of complexes of industry unified forms of documents that reflect the specifics of the industry and are not included in the USD, as well as their state registration;

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

Main directions of development of document unification

1. Reducing redundancy of information in documents

Reducing redundancy in documents can be achieved in three main ways:

1.1. reducing the number of documents;

1.2. reducing the number of texts included in documents. Reducing the amount of text can be achieved as a result of the following measures.

a) the use of telegraphic style in the presentation of documents.

b) application of standard texts. When preparing standard texts, their volumes are reduced in comparison with previously used individual texts.

c) dividing the text into clear structural parts and elements, which allows, by eliminating transitions from one phrase to another, to reduce the volume of the text to 5%.

d) use in reports, certificates, memos and other documents reflecting the progress of plans, assignments or established standards, information on deviations, omitting those indicators that correspond to plans, tasks or standards.

The development of science and technology, the emergence of new forms of ownership, the expansion of economic and cultural ties, and the intensification of social processes have led to a sharp increase in the volume of information necessary for management activities. From manual processing of information contained in documents, which was used at the beginning of the 20th century, to mechanized and then automated - this is how the process of rationalizing work with documents took place. However, you cannot automate the clutter; you must first organize the documentation that will be processed and used.

The main direction of improving work with documents is unification and standardization. Unification means bringing something to a single system, form, uniformity. The unification of documents is carried out in order to reduce the number of documents used in management activities, typify their forms, establish uniform requirements for the execution of documents created when solving similar management problems, reduce labor, time and material costs for the preparation and processing of documents, achieve information compatibility of databases, created in various industries activities.

The management activities of any organization are characterized by a set of functions that it performs. There are a number of standard functions that are typical for any organization - organizational and administrative activities, planning, accounting and reporting, etc. There are specific (industry) functions that may not be present in the organization: for example, educational activities not inherent in every organization.

Each management function is implemented through a comprehensive system of documents specific only to this function. A set of documents interconnected according to the characteristics of their passage, purpose, type, scope of activity, and uniform requirements for registration is called a documentation system.

Documentation systems can be functional or sector specific. In industry documentation systems, relevant types of activities are documented and their specificity is reflected. For example, the system of documents on education (general, secondary vocational, higher, postgraduate, etc.) will include documents characterizing the features of educational activities depending on the type educational organization. The relationship between functional and industry document systems in an organization’s activities depends on the nature of the activity, the competence of the organization and other factors.

But in any organization there is always organizational, executive and administrative activity, which is implemented through a system of organizational and administrative documentation (ORD). Organizational and administrative documentation, which records decisions on administrative and organizational issues, as well as issues of management, interaction and regulation of the activities of government bodies, institutions, enterprises, organizations, their divisions and officials, is closely related to both industry and functional systems.

The system of organizational and administrative documentation represents for other systems legal basis, which is why it was so important and necessary to unify this documentation system. Unification of documents involves:

· establishing a nomenclature of unified document forms operating within the system;
· development of a unified model (scheme) for constructing system documents using, as a rule, a sample form; development of document structures;
· creation of general syntactic rules for constructing documents.

When unifying documents, all requirements for documents were taken into account at all stages of their creation, filling, processing and storage, as well as the psychophysiological capabilities of a person and the parameters of technical means.

The results of the unification of documents are brought to the level of a mandatory legal form-standard (or other standardization documents).

Standards are developed for products, works, and services. According to Federal law dated December 27, 2002 No. 184-FZ “On Technical Regulation”, standardization refers to activities aimed at establishing 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 . One of the goals of standardization is to achieve technical and information compatibility.

With the adoption of this Law, the very concept of “standard” has changed.

If it was before normative document, now the Law has enshrined the principle of voluntary application of standards, and national standards have replaced state standards. Other documents on standardization remained the same - rules, norms and recommendations in the field of standardization, enterprise standards, as well as all-Russian classifiers(OK) technical, economic and social information, providing integrated automated processing of data contained in unified documents and documentation systems (currently 37 all-Russian classifiers have been developed in the country).

However, state standards adopted before July 1, 2003, including GOST R 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Documentation requirements continue to apply.

Decree of the Government of the Russian Federation of June 2, 2003 No. 316 “On measures to implement the Federal Law “On Technical Regulation”” State Committee of the Russian Federation for Standardization and Metrology is determined by the body authorized to perform the functions of the national body of the Russian Federation for standardization (Gosstandart of Russia).

National standards and all-Russian classifiers of technical, economic and social information are adopted by the State Standard of Russia, and they are put into effect after their state registration. Control and supervision of compliance with the requirements of state standards is carried out by the State Standard of the Russian Federation and other specially authorized government bodies management within their competence.

The result of work on the unification and standardization of documents can be both standards for individual documents (for example, a report on research work) or for certain types of products (for example, the cover of files with long shelf life), and for unified documentation systems.

A unified documentation system (UDS) is a documentation system created according to uniform rules and requirements, containing the information necessary for management in a certain field of activity.

Currently, the following DSDs have been developed and are in use:

· unified system of organizational and administrative documentation;
· unified system of banking documentation;
· unified system of financial, accounting and reporting documentation budgetary institutions and organizations;
· unified system of reporting and statistical documentation;
· unified system of accounting and reporting accounting documentation of enterprises;
· unified labor documentation system;
· unified documentation system Pension Fund Russian Federation;
· unified system of foreign trade documentation.

For each unified documentation system, a state standard. The developers of the USD are the relevant ministries (departments) that coordinate in a particular sector of activity. Thus, the Ministry of Finance of the Russian Federation is responsible for accounting documentation, the Federal Archive of the Russian Federation is responsible for organizational and administrative documents.

The same ministries and departments approve unified forms of documents included in the USD.

A unified form of document (UFD) 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.

Document details are a mandatory element in the design of an official document, such as a signature, seal, text, etc.

A set of details of an official written document, arranged in a certain sequence, is called a document form.

Each type of document (order, act, letter, etc.) has its own set of details. However, the unification of documents in each system was carried out by constructing a document template for a specific documentation system and establishing on its basis the optimal composition of details for a given documentation system, certain types of documents, a specific document, etc. A sample document form is a document construction model that establishes the scope of application, formats, field sizes, requirements for constructing a structural grid and basic details.

Thus, each unified system has a template form, on the basis of which uniform forms of documents and uniform requirements for the preparation of document details are developed. The DSD should also develop unified forms of documents that are assigned codes within this system.

The Unified System of Organizational and Administrative Documentation (USORD) is a documentation system used in any organization, institution, or enterprise. The use of USORD is regulated by GOST R 6.30-2003. GOST applies to organizational and administrative documents provided for by the USORD (hereinafter referred to as documents) - decrees, orders, orders, decisions, protocols, acts, letters that record decisions on administrative and organizational issues, as well as issues of management, interaction, support and regulation of activities :

· federal bodies state power subjects of the Russian Federation, including subjects of the Russian Federation that have, along with Russian as a state language, a national language, bodies local government;
· enterprises, organizations and their associations, regardless of the organizational and legal form of the type of activity.

This standard specifies:

· composition of details;
· requirements for registration of details;
· requirements for forms and paperwork;
· requirements for the production, recording, use and storage of forms with the reproduction of the State Emblem of the Russian Federation, coats of arms of the constituent entities of the Russian Federation.

The main direction of improving work with documents is unification and standardization. Unification means bringing something to a single system, form, uniformity.

Unification of documents– this is the establishment of a unified set of types and varieties of documents for similar management situations, the development of uniform forms and rules for their preparation, the design and creation of stencil texts.

The unification of documents is carried out in order to reduce the number of documents used in management activities, typify their forms, establish uniform requirements for the execution of documents created when solving similar management problems, reduce labor, time and material costs for the preparation and processing of documents, achieve information compatibility of databases created in various sectors of activity.

Each management function is implemented through a set (system) of documents specific only to this function.

Documentation system– this is a set of documents interconnected according to the characteristics of their passage, purpose, type, scope of activity, and uniform requirements for registration.

Unification of documents involves:

Establishment of the nomenclature of unified document forms operating within the system;

Development of a unified model (scheme) for constructing system documents using, as a rule, a sample form;

Development of document structures;

Creation of general syntactic rules for document construction.

The results of the unification of documents are brought to the level of a mandatory legal form-standard (or other standardization documents).

Standards are developed for products, works, and services. In accordance with the Federal Law of December 27, 2002 No. 184-FZ “On Technical Regulation”, standardization refers to the activity of establishing 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 competitiveness products, works or services. One of the goals of standardization is to achieve technical and information compatibility.

A unified documentation system (UDS) is a documentation system created according to uniform rules and requirements, containing the information necessary for management in a certain field of activity.

Currently, the following DSDs have been developed and are in use:

Unified system of organizational and administrative documentation;

Unified system of banking documentation;

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

Unified system of reporting and statistical documentation;

Unified system of accounting and reporting accounting documentation for enterprises;

Unified labor documentation system;

Unified documentation system of the Pension Fund of the Russian Federation;

Unified system of foreign trade documentation.

A state standard has been developed for each unified documentation system. The developers of the USD are the relevant ministries (departments) that coordinate in a particular sector of activity.

In order to develop certain principles in the compilation, design, methods, forms and methods of working with various documents, it is necessary to classify them.

Document classification- dividing documents into classes according to the most general signs of similarity and difference.

Classification of documents in office work provides quick search necessary documents, increases the efficiency of working with them.

All documents on the types of activities reflected in them are divided into two large groups. The first is documents on general and administrative issues, i.e. on issues of general management of the enterprise and its activities. These documents can be drawn up by employees of all departments of the enterprise.

Documents on general and administrative issues:

Organizational documents (charter, memorandum of association, structure and staffing levels, staffing table, job descriptions, internal labor regulations);

Administrative documents (orders on core activities, orders, decisions, decrees, resolutions);

Information and reference and reference and analytical documents (acts, letters, faxes, certificates, protocols, reports and explanatory notes, etc.).

All of the listed documents are abbreviated as ORD (organizational and administrative documentation). It is this documentation system that is the subject of study in the discipline “Documentation Management”.

The second group is documents on management functions. Such documents are prepared by employees of planning and financial departments, accounting, procurement and sales, commercial, legal departments and other functional departments.

Documents can be classified:

By place of compilation: internal (documents drawn up by employees of a given enterprise) and external (documents coming from other enterprises, organizations and individuals);

By form: individual, when the content of each document has its own characteristics (for example, memos); stencil, when part of the document is printed, and part is filled in when drafting, and standard, created for a group of similar enterprises. As a rule, all standard and screen documents are printed by printing or on duplicating machines;

By origin: official, affecting the interests of an enterprise, organization, and personal, relating to a specific person and being registered;

By type of design: originals (originals), copies, extracts, duplicates.

Sometimes work requires not a copy of an original document, but an extract from one or another section. When preparing an extract, you must indicate which document it is made from. The correctness of the extract is confirmed by the signatures of officials and the seal. Enterprises and organizations are given the right, if the owner loses an original document, to issue him a corresponding duplicate (marked “duplicate”), which has the same legal force as the original.

The purpose of document classification:

1. Increasing the efficiency of the management apparatus and the responsibility of performers by delineating the functions of structural units and the responsibilities of performers, and clearly distributing information.

2. Labor saving through the use of information and reference apparatus (subject-thematic catalogue).

Document classification meaning:

Ensuring their quick search in current office work;

Increasing the efficiency of working with them.

The first stage of classification is the grouping of executed documents into cases (a case is a set of documents or a document on one issue, placed in a hard cover, designed accordingly). It is the basis for the correct formation of affairs.

The main feature of classification is the content of the document.