Today, many have come to the conclusion that the culture of working with documents is part of the production culture, and that, in turn, is an important prerequisite for successful operation in the market. Therefore, documentation management support is the same part of the production infrastructure, absolutely equal and necessary, like equipment, resources and personnel.

The manager loses a lot of time from incorrect or untimely executed documents, from incorrect management decisions, or from the inability to quickly find the right document.

Documents are received by the enterprise from customers, partners, other enterprises; are created in the activity of the enterprise itself; come to the management for decision-making, writing in the form of resolutions of instructions for execution and for signing; sent to recipients.

Documents of GRAND LLC are drawn up mainly on forms and have an established set of details and a stable order of their location.

In the process of documenting the activities of GRAND LLC, various types of documents are created:

Organizational and legal documentation (charters, regulations, rules, instructions, staffing tables);

Administrative documentation (orders, instructions, resolutions, decisions, instructions);

Information and reference documentation (letters, telegrams, faxes, acts, protocols, reports and memos).

The positions of chief executives are occupied by experienced specialists who know technology well, are able to rationally plan production, organize it correctly, and perform administrative functions.

GRAND LLC uses a shop management structure, which is formed as a result of building the management apparatus only from mutually subordinate bodies in the form of a hierarchical ladder. At the head of each division is a leader, endowed with all powers and exercising sole leadership of subordinate employees, concentrating all management functions in his hands (Appendix 1).

This structure provides: unity and clarity of command; Consistency of actions of performers; a clear system of mutual relations between the leader and subordinates; speed of reaction in response to direct instructions; receipt by the executors of the orders and tasks specified among themselves, provided with resources; personal responsibility of the head for the final results of the activities of his unit.

Considering the documentation activity, we can say that for any enterprise it includes the same office operations and processes.

GRAND LLC creates, accepts from other organizations a mass of documents containing information of various economic, political, accounting, statistical, social, etc.

As a result of monitoring the activities of employees in LLC "GRAND", it was revealed that all the main specialists, to one degree or another, are involved in documentary support for management. The director spends a lot of time on moving, searching for documents, checking the correctness due to the negligent attitude of specialists. The chief accountant performs work with documents inaccurately, errors are observed, documents are submitted late, a lot of time is spent searching for documents. The Chief Economist devotes a lot of time to planning, organization of rationing and remuneration, accounting and reporting, analysis, which are his main functions. On the other hand, a lot of time is spent on performing work that is not provided for by official duties, there are also losses of working time associated with violations of the labor regime. The chief engineer draws up applications for labor and material and technical resources, spends a lot of time on work that is directly his official duties. Along with this, a large share is occupied by crossings and transitions. Technicians maintain technical documentation, devote a lot of time to technological management and operational management. The secretary-clerk spends a lot of time on phone calls, working on a computer, copying documents and little time is devoted to working with documents, which should be his main activity. Little time is spent both on working with incoming and outgoing documentation. The chief engineer is engaged in maintaining technical documentation: a log of acceptance for repair and issue of equipment from repair, technical passports, a safety log. It should be noted that the working day of the employees of the administrative apparatus begins at 8:00 and ends at 17:00, a lunch break from 12:00 to 13:00. During the cleaning period, the working day of the main specialists is not standardized.

The basis of the organization of personnel work is a deep and clear division of functions between departments and performers. It is reflected in regulatory documents - regulations on divisions and job descriptions of their employees.

It should be noted that until now, GRAND LLC does not have such a regulatory document regulating the documentary support of enterprise management as an instruction for office work. It is a regulatory document that regulates the organization, rules, techniques and processes for creating documents, the procedure for working with them, and monitoring their execution. The instruction should be developed in accordance with the main provisions of the State Documentation Support System for Management and the Standard Instruction for Paperwork in the Federal Executive Authorities of the Russian Federation. The instruction is approved by the General Director.

The provisions of the instruction on office work should not contradict the current legislation in the field of information and documentation.

The analysis shows that from the secretary-clerk currently working at the enterprise, he performs the main functions related to the documentation support of management. He is the main figure in the clerical process, while he has a higher education and formally reports to the director. At the same time, GRAND LLC does not have a document management service.

The state of office work and the general culture of servicing managers and specialists is largely determined by the quality of work of the secretary-clerk, which, in turn, depends on the level of his organization.

All functions, rights, duties and responsibilities of the secretary-clerk in a certain form must be fixed in the job description, which is absent in GRAND LLC.

All documents of GRAND LLC are divided into three document flows: incoming, received from other enterprises; outgoing, which, when created, are supposed to be sent to other enterprises; internal, compiled for the needs of the enterprise itself. Although they are closely related, each of these streams has its own processing rules and direction of movement.

The incoming document flow consists of documents from higher organizations, orders, letters, etc., containing directives, explanations and other information, documents from other organizations exchanging information to resolve issues requiring joint action, complaints and statements from citizens.

Stages of processing incoming documents:

Documents can be received by mail, delivered by courier, visitor, faxed.

GRAND LLC receives 35% of documents by mail, 15% of documents by fax, 10% by courier, 35% of documents by e-mail, 5% from individuals.

The company does not have an employee documentary responsible for receiving and accounting for correspondence, therefore, both documents arriving by mail and faxes are sometimes picked up by the employees of GRAND LLC themselves. This often leads to the loss of correspondence or its untimely receipt by employees. Therefore, the registration of incoming, outgoing correspondence, including incoming and outgoing faxes, is not carried out clearly.

Registration of other types of organizational and administrative documents is not carried out. There is no list of documents to be registered.

Upon receipt of documents, the correctness of their delivery is checked (correspondence delivered to the wrong address is sent to the sender), envelopes are opened, the physical condition of the documents is assessed (text damage, incomplete receipt of a fax message), and the presence of attachments. As a rule, envelopes are destroyed, with the exception of cases when the stamp on the envelope can be used to set the date of sending or receiving the document, the address of the sender. In these cases, the envelope is enclosed to the document. If the text of the document is damaged, there are no appendices in it, then an act is drawn up. One copy of the act together with the received documents is sent to the sender.

At this stage of the preliminary consideration of documents, the secretary-clerk is obliged to distribute correspondence between the general director and structural divisions. On incoming documents, a mark is put on their execution, and they are registered in a special document registration log.

The relevant official writes on it a resolution containing his decision on the information provided in the document. Further, the document with the resolution goes to the chief accountant. After registration, the document is submitted for execution. Mandatory registration is subject to documents coming from superior enterprises, applications and complaints from citizens, correspondence from other enterprises that require a decision or a response, materials of a permanent storage period.

Often, the enterprise does not carry out work to control the deadlines for the execution of documents, since the deadlines for execution by the management are not set. Documents are received by employees, bypassing management, and the execution of documents is carried out by employees, depending on their own decisions.

Even for those documents that pass through the management of the enterprise and are transferred for execution, the deadlines for the execution of documents are not set, marks for transfer for execution are not put, instructions from the management are oral.

GRAND LLC has not developed a list of documents subject to control with an indication of typical deadlines. Control cards do not start. There is no preventive control.

Due to the lack of deadlines:

There is no verification of the progress of execution of documents;

Contractors do not receive prior warnings about the approaching deadlines;

Reports on documents not completed on time are not compiled.

The management of the enterprise does not monitor the state of executive discipline at the enterprise. As a result, there are cases of loss of documents, untimely and poor-quality execution. The transfer of documents to the contractor is often not formalized.

Having arrived at the contractor, the document is with him until the issue is fully resolved. When the work on the document is fully completed, a mark is put on the initiative document about its execution and direction to the case.

Outgoing documents to LLC "GRAND" in the process of processing also go through a number of instances. Work on them consists of drafting a document, reprinting, approval, endorsement, signing, registration and processing for sending.

Starting the preparation of an outgoing document, the performer draws up a draft version - a handwritten or typewritten document that reflects the work of the author or editor on its text. After the necessary consultations, the contractor draws up a draft document to be agreed upon.

The document is drawn up on a form, and the performer must know which form he should take for the corresponding draft document: a general form, a letter form, a form for a specific type of document, an official form or a form of a structural unit. The form of an official or a form of a structural unit is used if the official or head of the structural unit has the right to sign the type of document drawn up on the corresponding form. This right is enshrined in the job description of the person compiling the document.

If external approval is required, an approval stamp is drawn up on the draft document of the enterprise only if the document needs to be agreed with other organizations.

Internal approval of the document is issued by a visa. The visa includes the position of the approver, his personal signature, its transcript, the date of approval. Internal coordination is carried out with senior employees of the enterprise, heads of structural divisions, specialists, if the text of the document relates to their job responsibilities. Approving the document, each of them expresses his opinion in accordance with the direction of activity for which he bears professional responsibility. Visas help the manager to make the right decision, because by signing the document, he takes full responsibility.

Some documents of the enterprise acquire legal force after their approval. This is a special way of putting a document into effect, authorizing its distribution to a certain circle of organizations, officials and citizens. The secretary-clerk of GRAND LLC has a list of documents requiring approval.

The prepared and executed document is submitted for signature to the head, the date of signing of the document is indicated in the form.

A fully prepared signed document is submitted for registration and sending.

Processing and sending outgoing documents are carried out by the secretary-clerk of the enterprise. Before sealing envelopes, he does not always check the presence of all attachments, the correctness and accuracy of the written address.

Documents handed over for dispatch are often dispatched the next day, telegrams and urgent correspondence are delayed.

The internal documents of the enterprise go through the following stages: preparation of a draft document, reprint, approval, endorsement, signing, transfer to the addressee. Therefore, the routes of their passage at the stages of preparation and execution are the same as those of outgoing documents, and at the stage of execution they coincide with the routes of incoming documents.

However, some types of internal documents of GRAND LLC have their own routes. Protocols do not require drafting; memorandums, certificates, etc. go directly to the leader in whose name they are written. The speed of obtaining the information necessary to make a decision depends on the clarity and efficiency of the movement and processing of the document. Late processing of documents, especially financial ones, can lead to negative economic consequences. Therefore, a lot of attention is always paid to the rational organization of workflow, the speed and accuracy of processing and transferring documents for execution.

The movement of documents in an organization from the moment they are created or received until the completion of execution or sending is called workflow.

This definition focuses on the words "movement of documents", that is, their path from one unit or from one employee to another. Along the way, some will get acquainted with its retention for decision-making, others will coordinate the text and edit it, register and constantly monitor all stages of its movement and, finally, prepare it for sending.

All enterprise documents are represented by two large groups:

Received from outside, from other enterprises (incoming documents);

Created in-house.

When studying the workflow, each of these groups is considered separately. The analysis can be carried out from different angles.

Incoming documents of GRAND LLC are analyzed by correspondents - the authors of the documents from which they were received:

From higher authorities, including authorities and management (guiding documents, instructions, orders come from them);

From subordinate enterprises;

From other enterprises that are not in a subordinate relationship with this enterprise. These can be customers, suppliers, individuals who send letters, applications, complaints (appeals from citizens).

Documents created at the enterprise are clearly divided into two groups:

Internal, compiled for the needs of the enterprise itself, and circulating within it;

Outbox, which, when created, is intended to be sent to other enterprises.

All documents created at the enterprise, in the analysis, are divided into initiative ones, drawn up based on the needs of their enterprise, and developed "in pursuance" of the tasks of higher authorities or in response to requests received.

Outgoing documents, just like incoming ones, can be analyzed by type and by correspondents to whom they are sent. They are also divided into documents for which a response is expected, and documents sent simply for information (advertising, etc.).

The most important factor in studying the workflow is the calculation of its volume. In GRAND LLC, the volume of document flow can be presented in Table 1.

Table 1. Document flow volume of GRAND LLC according to 2012 data

Thus, according to the data of 2012, the volume of document flow in GRAND LLC is 1274 documents, of which 30.69% are originals and 69.31% are copies of documents.

The structure of original documents is shown in Figure 2.

Figure 2 - The structure of the document flow of GRAND LLC

The largest share in the document flow of the enterprise falls on internal documents (44.50%), only 30.69% of documents are outgoing.

The amount of paperwork is needed for:

Calculation of the required number of office personnel:

Calculation of the effectiveness of the use of mechanization and office automation tools;

Determining the workload of office personnel, including the secretary of the head and the secretary of the structural unit.

In general, the workflow shows the workload of the entire administrative apparatus, because all his employees have to deal with documents.

Table 2. Document flow dynamics for 2009-2011

The data in Table 2 show that there is an upward trend in the document flow of GRAND LLC.

The volume of document circulation in 2011 compared to 2010 increased by 9.96%, and in 2012 compared to 2011 by 25.12%.

Thus, GRAND LLC does not comply with the requirements of the GSDOU, which is a violation in the conduct of office work at the enterprise.

The clerk-clerk conducts general documentary services for the enterprise, that is, it performs the function of an office: it registers documents, which should eventually give a centralized registration of all incoming and outgoing correspondence and organizational and administrative documents. Also, the secretary-clerk is obliged to control the deadlines for the execution of documents and removal from control, organize work on the formation and storage of cases, maintain a nomenclature of cases, both in paper form and in electronic form.

The totality of all these provisions should be set out in the job description, which will significantly improve the work of the enterprise. For a relatively small enterprise like GRAND LLC, it is not necessary to introduce an additional employee, it is only necessary to develop a set of regulatory and organizational documents regulating the legal status, status, functions, responsibility and organization of work of the secretary-clerk.

In his work, the secretary-clerk of GRAND LLC uses only Office 2007 software and a scanner, which simplifies his work, but does not help to use his work rationally enough. Work in any organization must be organized in such a way that employees perform their work in accordance with the action plan effectively, know their place and goals in the organization, and these goals must coincide with the goals of the organization as a whole. To achieve all this, the job descriptions of each employee of the organization should be clearly identified.

Employees of the enterprise often deal with paperwork themselves, which leads to the loss of their professional time, as well as to violations in the preparation of the documentation itself. That is, the special knowledge of the secretary-clerk in the field of drafting and processing documents is used very little, which negatively affects the state of the document management system.

In accordance with the established categories of documents, electronic images of which are entered into the document management system of GRAND LLC, the secretary-clerk needs to create a folder on the server with templates for the main types of documents for use by all employees in order for further work to be carried out with electronic files of these documents.

At GRAND LLC, the preparation and execution of documentation is carried out in a decentralized manner. For the production of documents, IBM-compatible personal computers, Hewlett-Packard LaserJet and DeskJet laser and inkjet printers, and Hewlett-Packard ScanJet desktop scanners are used.

In his work, the secretary-clerk is guided by the current legislation of the Russian Federation, the charter of the enterprise, administrative documents of the enterprise's management, labor regulations, instructions from the head, regulations on the secretariat, state regulatory documents in the field of office work.

The secretary-clerk bears administrative responsibility for violation of the current legislation of the Russian Federation in the preparation of documents, for poor-quality and untimely performance of his duties, for the unlawful use of the rights granted, as well as their use for personal purposes.

The secretary-clerk can interact with the workforce on obtaining the necessary information and joint preparation of documents, with third-party organizations, authorities on obtaining and providing documents.

In GRAND LLC, the formation of cases is carried out according to a nominal sign - the names of the types of documents (orders, acts, contracts).

Depending on the terms of storage, the secretary-clerk performs full or partial registration of cases. At the same time, a large number of cases remain unfinished.

Documents are stored in GRAND LLC in a decentralized manner. Employees of the enterprise do not hand over documents for storage, but store them at their workplaces. Documents in cases are either not formed at all or are formed in violation of the requirements of the “Basic Rules for the Operation of Departmental Archives”, namely: documents in cases are formed arbitrarily; often in one case there are documents with different retention periods; the necessary details for filing cases are missing.

Until now, there is no archive in the structure of GRAND LLC. Part of the cases is kept in structural divisions, part of the secretary. There is no special equipped room on the farm, folders with cases are stored in cabinets and tables. The secretary is responsible for the safety of documents in the files. The company does not use a standard list of documents with retention periods. Nomenclature of cases has not been compiled.

Thus, the enterprise completely lacks the organization of archival storage of documents. It is necessary to develop a nomenclature of cases, begin to form documents into cases and organize the archive of the enterprise.

Accounting for documents is ensured by their registration - a record of credentials about a document in the prescribed form, fixing the fact of creating a document, sending or receiving it. Along with the function of accounting for documents, registration allows you to control the execution of documents, search for documents at the request of departments and employees of the institution.

A document storage system is a set of means, methods and techniques for accounting and systematizing documents in order to search for and use them in the current activities of an institution. For the document storage system, the most significant are the concepts of "nomenclature of cases" and "case".

The nomenclature of cases is understood as a systematized list of headings of cases formed in the office work of an organization, arranged in a certain sequence, indicating the periods of their storage; a case is understood as a set of documents on a separate issue or area of ​​activity, formed in chronological or other sequence and filed in a separate cover.

The most technologically closely related to the organization of the systematized storage of documents are the registration and storage periods of documents, since they are the main factors in choosing and securing a system for accumulating documents in the process of operational work. The retention periods and the system of indices for document complexes (cases, storage units) are fixed in the nomenclature of cases.

A systematic list of headings of cases filed in an organization, indicating the terms of their storage - the nomenclature of cases, is the most important element of not only an information retrieval system, but also an examination of the value and preservation of documents of an enterprise.

For several decades, and in accordance with the GSDOU, the compilation of nomenclatures of cases has become mandatory for all state structures, and in the non-state sector of the economy and management, a well-established methodologically and useful tool for controlling the composition, systematization and search for documents is not useful.

During the existence of GRAND LLC, not a single nomenclature of cases was compiled.

The nomenclature of cases should ideally include all documents, file cabinets, registration and reference and document arrays of all structural divisions and officials of the organization, without exception, regardless of the type of media, the degree of confidentiality and the method of fixing documentary information.

The nomenclature includes cases of temporary operating bodies, the documents of which serve as a legal basis for confirming the authority of the organization or terminating its activities, for example, the liquidation commission, as well as unfinished business cases that go to successors from other organizations for their continuation.

They form and store files in GRAND LLC in structural divisions at the place of formation of documents.

Administrative documents, correspondence of the management and the most important internal documents are formed and kept by the management.

The vast majority of accounting documentation is grouped chronologically. Documents are collected monthly.

The accounting department sends to the structural subdivisions information on the costs of production by elements, information on the fulfillment of performance indicators and other information.

Structural divisions, in turn, submit reports on the implementation of the work plan in physical terms and reports on the state of work in progress and other documents necessary for accounting, as well as control over production activities.

Personal accounts of workers and employees by wages are grouped into independent files within a year and are arranged alphabetically by last name.

Cash orders, advance reports, bank statements, receipts, invoices and other similar documentation are arranged in the sequence of their numbers.

Seizure of documents can only be carried out by bodies of inquiry, preliminary investigation, prosecutor's office, tax inspection bodies and the police. The withdrawal is documented in a protocol, a copy of which is handed over against signature to the appropriate official of the organization. With the permission and in the presence of representatives of the bodies making the seizure, you can make copies of the documents being seized, indicating the grounds and date of their seizure.

In case of loss or destruction of documents, the head of the organization appoints by order a commission to investigate the reasons for the loss or destruction of documents. Representatives of the investigating authorities and the state fire supervision may participate in the commission. The results of the commission's work are documented in an act approved by the head.

Cases are placed in cabinets and safes. The issuance of cases to other organizations is carried out only with the permission of the head of the organization.

Drawing a conclusion from the above, it is necessary to develop a set of regulatory and organizational documents regulating the legal status, status, functions, responsibility and organization of the work of the secretary-clerk.

In GRAND LLC, those specialists who have free time are engaged in documentation support, therefore documentation is carried out inaccurately, documents are often lost, 10% of the working time is spent searching for them, errors are made when processing documents, documents are sent late, before sending documents, correctness they are not always checked. This situation is explained by the fact that in GRAND LLC no one bears responsibility for the clear and correct conduct of office work, there are no important documents on the organization of office work, namely the job description of the secretary-clerk, the nomenclature of cases and instructions for office work, the documents do not have a clearly defined schedule are therefore lost. there is duplication and parallelism of functions. The system of documentation support for management that exists in the organization is not optimal for employees, does not encourage them to work effectively and does not create appropriate conditions for it.

All existing shortcomings must be eliminated, since only an orderly workflow allows you to receive timely and complete information for making the right decisions and eliminates the possibility of losing documents and information. To do this, it will be necessary to develop terms of reference for a project to improve the documentation management support.

TABLE OF CONTENTS
INTRODUCTION 2
Chapter 1. HISTORY OF CREATION, STRUCTURE, FUNCTIONS OF ELGA LLC 10
1.1. History of creation and direction of activity of the limited liability company "ElGa" 10
1.2 The structure of LLC, the place of a specialist in documentary support of management in the overall structure of the organization 16
1.3 Normative documents regulating the organization of office work of ElGa LLC 20

Chapter 2. ANALYSIS OF DOCUMENTATION FOR MANAGEMENT IN ELGA LLC 24
2.1. Organization of office work in ElGa LLC 25
2.1.1. Documentation of management activities in ElGa LLC 25
2.1.2. Features of the preparation and execution of certain types of documents 30
2.1.3 Analysis of work with documents in ElGa LLC 38

Chapter 3
3.1. Recommendations for improving work with electronic documentation 52
3.2. Improving the office work instructions at ElGa LLC 56
CONCLUSION 59
LIST OF USED SOURCES AND LITERATURE 62
APPS

INTRODUCTION
Any modern organization, regardless of the form of ownership, scale and structure, in the conditions of the rapid progress of market relations and a competitive economy, seeks to increase the efficiency of its activities. One of the main tools to achieve this goal is the optimization of basic management procedures, including the creation of modern systems of office work and organization of workflow in the organization.
In order to improve management efficiency, special attention should be paid to improving the work with documents, since any management decision is based on the information that the document is the carrier of.
It should be noted that all the information contained in the documents is extremely important for the stable operation of any organization. In turn, the document is a means of communication and the end result of a large investment.
At the same time, employees in companies receive the main part of official information using documents. Also, on the basis of documents, appropriate management decisions are made. It should be noted that managers are personally responsible for the preparation, preservation and correct execution of documents.
In the absence of the prescribed order in the storage of documents, there may be a risk of losing valuable information, which in turn will adversely affect the company's activities. In this regard, when working with documents, it is important to be guided by the regulations of the Russian Federation, which provide for the preparation of documents according to established rules, the maintenance of a nomenclature of cases, the availability of an organization's archive to ensure the safety of the most valuable documents.
Further, it should be noted that documented information is the basis of management, however, its effectiveness is largely based on the production and consumption of information.
In this regard, we can define documented information as recorded on a material carrier of information with details that allow it to be identified.
It should be noted that at present information is a full-fledged resource of production, an important link in the social and political life of society. However, the quality of information depends on the quality of management. In our time, sufficient attention should be paid to improving the work with documents in order to improve the quality of management.
Next, consider the term "document" itself, which is characterized as the result of displaying facts, events, objects, phenomena of objective reality and human mental activity. It is created with the help of writing, photography, graphics, sound recording, drawing.
A document is a means of fixing information about facts, events, phenomena of objective reality and human mental activity in various ways on special material.
It is worth emphasizing that the information function can be attributed to the most general and basic function of documents. This is due to the fact that the reason for the appearance of any document is the need to record information.
Documents are also necessary for the transmission of information in time and space. This fact serves as the basis for making managerial decisions, and is also a proof of their implementation and a source for generalizations. It should be noted that the document can also act as an object of labor in management activities.
Documents are formed and used of the most diverse nature, this is influenced by the size and direction of the activities of organizations, their forms of ownership, structural features, as well as a number of other factors.
Proper paperwork plays an important role in any field of activity. It should be noted that the clarity and speed of the workflow, the legal force of these documents, as well as the effectiveness of the use of documents in control and operational work depend on the quality of paperwork.
All documents must meet certain requirements, non-compliance with which makes the documents incomplete, and sometimes invalid.
The influence of the organization of work with documents is on the quality of the work of the management apparatus, as well as the organization and culture of work of managerial employees. The success of management activities in general depends on how professionally documentation is maintained.
Considerable importance is currently attached to the systematization and automation of office processes, which affect the growth of labor productivity of employees involved in management. This is due to the fact that through a perfect system of document management, faster movement and execution of official documents, as well as their storage, use and proper selection for public storage is ensured.
All of the above emphasizes the relevance of the chosen topic, which is caused by insufficient study of the problem of documenting the main activities in organizations.
The object of the study is the limited liability company "ElGa".
The subject of the study is the organization of office work in ElGa LLC (hereinafter referred to as ElGa LLC).
The purpose of the thesis is to analyze the documentation support of management in ElGa LLC and to develop directions for its improvement.
In accordance with the goals set in the thesis work, the following tasks were set:
- to study the history of the creation of ElGa LLC;
- determine the direction of activity, goals and objectives of ElGa LLC;
- to study the organizational structure of management and functions of ElGa LLC;
- to analyze the organization of office work in ElGa LLC;
- to analyze the instructions for office work in ElGa LLC;
- develop recommendations for improving the documentation of management activities;
- propose measures to improve the office work of the organization as a whole and instructions for office work of ElGa LLC in particular.
When writing this thesis, the scientific literature was studied and analyzed. The importance of documentation is evidenced by the fact that many publications of modern specialists are devoted to its problems. In his works, V.I. Andreeva, V.A. Spivak and A.V. Okhotnikov define the concept of office work of an organization, its main functions, indicate the goals of documenting management situations.
In the publications of T.A. Akimova, M.P. Bobyleva, O.V. Vovkotrub, V.N. Mitrofanova reflects the issues of software products for automating the movement of documents.
In the works of I.Yu. Baikova, M.I. Basakova, V.V. Galakhova, Yu.A. Panasenko presented materials on office work, as well as the organization and technology of working with samples, documents.
The paper also considers the main provisions of such legal acts as the State Standard of the Russian Federation GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Requirements for paperwork”, as well as the National Standard of the Russian Federation GOST R 7.0.8-2013 “System of standards for information, librarianship and publishing. Office work and archiving. Terms and Definitions”, All-Russian classifier of management documentation OK 011-93 (OKUD).
The information base of the study is organizational documents, observation materials, professional websites for specialists.
The information base of the study supplements the theoretical one with the use of regulatory and legislative acts of the Russian Federation, Internet resources, annual reports, accounting and reporting documentation of ElGa LLC.
The complex of federal legislative acts regulating the work with documents consists of: The Federal Law "On Limited Liability Companies". The law determines the procedure for the creation, reorganization, liquidation, the legal status of limited liability companies, the rights and obligations of their participants, and also ensures the protection of the rights and interests of company participants.
Federal Law "On Information, Information Technologies and Information Protection". This law regulates relations arising from the formation and use of information resources based on the creation, collection, processing, accumulation, storage, search, distribution and provision of documented information to the consumer; creation and use of information technologies and means of their support.
Federal Law "On Electronic Signature". The purpose of this law is to ensure the legal conditions for the use of an electronic digital signature in electronic documents, under which an electronic digital signature in an electronic document is recognized as equivalent to a handwritten signature in a document on paper.
When writing the thesis, various methods were used: analysis, economic and statistical methods, analogy methods, as well as the method of expert assessments.
The structure of the work includes an introduction, 3 chapters, a conclusion, a list of references and applications.
The first chapter "History of creation, structure, functions of ElGa LLC" discusses the history of the organization, the direction of its activities, the main goals and objectives of the company, and also presents the organizational management structure and functions of ElGa LLC.
The second chapter "Analysis of documenting the activities of ElGa LLC" contains an analysis of the organization of the company's document flow, as well as an analysis of the movement of incoming, outgoing and internal documents of the organization.
In the third chapter "Directions for improving the activities of ElGa LLC" offers recommendations for improving work with electronic documentation, and measures are developed to improve the document management system and protect it.
At the end of the thesis, conclusions and recommendations for improving the activities of ElGa LLC are formed.
Structurally, the work consists of an introduction, three chapters, conclusion. The list of references includes 45 sources. The work contains 5 tables, 2 figures, 6 applications. The diploma work is written on 72 pages of printed text.

Chapter 1. HISTORY OF CREATION, STRUCTURE, FUNCTIONS OF ELGA LLC

1.1. The history of creation and direction of activity of the limited liability company "ElGa"

In countries with developed market economies, the presence of high competition, effective legislative and judicial systems, and long work experience, pushes most entrepreneurs and managers to address the challenges of improving the following indicators:
- competitiveness of products;
- labor productivity;
- the quality of growth and development.
It should be noted that the situation in Russian organizations is somewhat different. In most industries, the level of competition is much lower than in developed countries, and innovative development is almost completely absent. A little experience of managers in the existing Russian conditions in most cases leads to the predominance of short-term, momentary interests in management and, as a result, simple management decisions designed for one or two years.
ElGA LLC was registered in 2005. The company provides a wide range of services for the repair of buildings, apartments and offices, including electrical and plumbing work, as well as glazing, restoration of facades.
ELGA LLC also performs the reconstruction of industrial premises, maintenance and overhaul of office buildings and social facilities.
The company was born in April 2005. The beginning of its creation was the desire of the future founders of the company Kupriyanova K.N. and Privalova L.A. form our own organization for the repair of buildings, apartments and offices, including electrical and plumbing work, as well as glazing, restoration of facades.
The first year of activity was the most difficult. In order to "conquer" the market, it was necessary to attract highly qualified specialists to the company, respectively, provide them with a decent salary, as well as competently organize their work. The merit of the leader is that he managed to find and unite true professionals into a friendly team.
Further, we note that Elga LLC is a legal entity that can acquire and exercise property and personal non-property rights on its own behalf, as well as fulfill obligations, be a plaintiff and defendant in court.
It is also worth noting that the company is liable for its obligations within the limits of its property.
Elga LLC has a round seal containing the company name, organizational and legal form, has the right to have stamps and letterheads with its name, registered commodity and other invoices.
In 2007 ElGA started its own certified production of KBE and REHAU plastic windows, doors, balcony railings. For the first time, the company took part in the largest construction exhibition MosBuild, which is included in the TOP-5 construction exhibitions in the world. Participation in this event confirmed the competitiveness in the construction market of Kaluga.
In the difficult economic conditions of the 2008 crisis, the development of the company did not stop. This is confirmed by the opening of a workshop for the production of double-glazed windows, blinds, office partitions.
Also evidence of the continuous growth of the company in 2010 were new products that were added to the range: sliding doors, anti-burglary windows, a unique brand product Quick-Block.
The quality management system of the organization is certified in accordance with the International Standard ISO 9001, and the quality of the goods is also guaranteed by certificate No. ROSS RU.SLO8.B00119 dated 02.06.2010, issued by the Certification Body NOVGORODSTROYCERTIFICATION.
As already noted, ElGa LLC has been operating in the market of Kaluga, Moscow and all of Russia since 2005. The company has its own certified production of KBE and REHAU plastic windows, doors, blinds, office partitions, balcony railings, which makes it possible to produce high-quality products at affordable prices.
Along with private orders, there is also a special wholesale offer for glazing entire buildings. A wealth of experience and technical potential has been accumulated. A large number of large objects have been completed.
Next, consider the mission and goals of the NGO "ElGa". It should be noted that the mission of the company is as follows: to work for people, creating a better quality of life for them.
In turn, the main goal of the company is to make a profit, therefore, the company's activities must be efficient.
The following factors are required to be effective:
- optimal use of all resources;
- Efficiency and accuracy in the execution of tasks.
- clarity and flexibility of management;
- a constant increase in the volume and quality of products sold and services rendered.
Undoubtedly, one of the main values ​​of the company are employees.
Consider the main goals and objectives of ElGa LLC and present them in Table 2.
table 2
Goals and objectives of ElGa LLC
Goals Tasks
Economic: 1. Extraction of maximum profit 2. Occupation of the maximum% of the construction market in Kaluga 3. Entering the regional market in the future, after that - to the Russian market. 4. Financial stability of the organization. 5. Reducing the payback period of investments. 6. Development and implementation of innovations. 1. Detailed development of a marketing plan, identification and analysis of the main competitors, marketing research, formation of solutions for the development of a business plan, swot analysis of ElGa LLC. 2. Development of a business plan. 3. Receipt of investments 4. Conclusion of various agreements 5. Conducting a wide advertising campaign, formation of the organization's mission, slogan, brand, etc. 6. Development and implementation of an advertising campaign, then, as sales grow in the regional market and as the company occupies a certain share of this market, entry into the Russian market.
Political: 1. Maintenance of political stability 2. Maintenance of further development of market relations 1. Observance and maintenance of the rules of fair competition. 2. Satisfying the needs of customers, as a result of which they form a market, i.e. democratic form of thinking.
Social 1. Increasing the level of employment of the population 2. Satisfying the needs of customers 1. Creation of new jobs, 2. Increasing the level of comfortable life.
Limited Liability Company "ElGa" was established in accordance with the Civil Code of the Russian Federation and operates in accordance with the current legislation of Law No. 14-FZ of February 8, 1998 "On Limited Liability Companies" and the Charter of the organization (Appendix 1).
As already noted, the company is a commercial organization, pursuing profit as its main goal. The company is a legal entity that owns separate property and is liable for its obligations with this property, can acquire and exercise property rights and incur obligations on its own behalf, be a plaintiff and defendant in court.
The company has a company name, an independent balance sheet, a round seal with its company name, stamps, letterheads and other details.
Legal address of ElGa LLC: 248601, Kaluga, st. Patsaeva, 3.
It should be noted that the staff of ElGA LLC consists mostly of experienced professionals who provide a guarantee of the quality of all types of construction and installation work.
In ElGA LLC, all work performed is carried out on the basis of a license, in addition, all employees have the appropriate qualifications.
To achieve this goal, the organization carries out the following main activities:
- repair and construction and construction and installation works;
- various types of commercial-intermediary and trade-purchasing activities, including commission, exit and retail trade;
- foreign economic activity;
- design and estimate and design work;
- production of various consumer goods;
- provision of paid services to enterprises, institutions, organizations and citizens, etc.
Further, it is worth emphasizing that society has the right to complete economic independence in matters of making economic decisions, distributing profits, setting prices, determining forms of management, marketing, wages, etc.
At the same time, the company can perform all actions in relation to legal entities provided for by law.
The company also has the right, in accordance with the established legal procedure, to create its branches and representative offices, to act as the founder of subsidiaries on the territory of the Russian Federation and abroad.
The Company carries out accounting, operational and statistical accounting of the results of its activities in the manner prescribed by applicable law.
Responsibility for the state of accounting and the timeliness of the provision of accounting and other reports rests with the director of the company. The director of the company appoints the chief accountant of the company.
Society........

LIST OF USED SOURCES AND LITERATURE

1. SOURCES
1.1. SOURCES UNPUBLISHED
1.1.1. Current office work of ElGa LLC
1.1.2. Charter of ElGa LLC
1.1.3. Balance sheet of ElGa LLC for 2011-2013
1.1.4. Job description for an accountant at ElGa LLC
1.1.5. Job description of the head of ElGa LLC
1.1.6. Instructions for office work LLC "ElGa"

1.2. SOURCES PUBLISHED
1.2.1. Civil Code of the Russian Federation of November 30, 1994 N 51-FZ (adopted by the State Duma of the Federal Assembly of the Russian Federation on October 21, 1994) (as amended on February 9, 2009) // Reference - legal system "Consultant Plus": [Electronic resource] -.
1.2.2. Labor Code of the Russian Federation of December 30, 2001 No. 197-FZ (adopted by the State Duma of the Federal Assembly of the Russian Federation on December 21, 2001) (as amended on January 1, 2014) // Reference - legal system "Consultant Plus": [Electronic resource] - Access mode: popular/tkrf.
1.2.3. Federal Law No. 14-FZ of 08.02.1998 “On Limited Liability Companies” (adopted by the State Duma of the Federal Assembly of the Russian Federation on 14.01.1998) (current version of 05.05.2014) // Legal Reference System ConsultantPlus [Electronic resource] - Access mode: popular /ooo/.
1.2.4. Federal Law of May 2, 2006 N 59-FZ “On the Procedure for Considering Appeals from Citizens of the Russian Federation” // System GARANT: [Electronic resource] - Access mode: 12146661.
1.2.5. Federal Law of July 27, 2006 N 149-FZ "On Information, Information Technologies and Information Protection" (with amendments and additions) // GARANT System: [Electronic resource] - Access mode: 12148555/#ixzz3AFY7Bjm5
1.2.6. Federal Law of April 6, 2011 No. 63-FZ “On Electronic Signature” (as amended on March 12, 2014 N 33-FZ) // GARANT System: [Electronic resource] - Access mode: 12184522/#ixzz3AFcT0HQs.
1.2.7. Order of the Ministry of Culture and Mass Communications of the Russian Federation of July 31, 2007 N 1182 "On approval of the List of standard archival documents generated in the scientific, technical and production activities of organizations, indicating the periods of storage" // Reference and legal system ConsultantPlus [Electronic resource] - Access mode: cons/cgi/online.cgi.
1.2.8. State standard of the Russian Federation GOST R 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for paperwork”// System GARANT: [Electronic resource] - Access mode: 185891/.
1.2.9. National standard of the Russian Federation GOST R 7.0.8-2013 “System of standards for information, librarianship and publishing. Office work and archiving. Terms and definitions” (approved by order of the Federal Agency for Technical Regulation and Metrology dated October 17, 2013 No. 1185-st)// System GARANT: [Electronic resource] - Access mode: 70650732
1.2.10. All-Russian classifier of management documentation OK 011-93 (OKUD) (approved and put into effect by the Decree of the State Standard of the Russian Federation of December 30, 1993 N 299) (as amended and supplemented by No. 71/2013 OKUD, approved by Order of Rosstandart of 26.09. 2013 N 1097-st) // System GARANT: [Electronic resource] - Access mode: 179139/.

2. LITERATURE
2.1. Akimova T.A. Theory of organization: textbook. - M.: Unity, 2013. - 367 p.
2.2. Andreeva V.I. Office work: organization and management: Educational and practical guide. - 2nd ed., revised. and additional - M: KNORUS, 2010. - 256s.
2.3. Baikova I.Yu. Document flow and office work: how to organize work with documents. Publisher: EKSMO, 2010. - 288 p.
2.4. Basakov M.I. Office work. Lecture notes - Rostov n / D .: Phoenix, 2012. - 192 p.
2.5. Bobyleva M.P. Management document flow: from paper to electronic. Publisher: Termika, 2010. - 144 p.
2.6. Bobyleva M.P. Corporate computer program for the movement of documents and corporate culture: aspects of mutual influence / M.P. Bobyleva // Office work. - 2013. - No. 2. - P.41-43.
2.7. Bobyleva M.P. Effective document management: from traditional to electronic / M.P. Bobylev. - M.: MPEI Publishing House, 2013-49 p.
2.8. Bobyleva M.P. Issues of using elements of electronic movement of documents within the organization / M.P. Bobyleva // Secretarial business. - 2013. - No. 2. - P.15-17.
2.9. Bobyleva M.P. The choice of a software product for automating the movement of documents / M.P. Bobyleva // Office work. - 2012. - No. 2. - P.27-33.
2.10. Vitin Yu.G. From the movement of classical documents - to electronic! / Yu.G. Vitin // Directory of the secretary and office manager. - 2013. - No. 4. - P.50-55.
2.11. Vovkotrub O.V. Document and information in the age of computers and copying equipment / O.V. Vovkotrub // Collection of materials II Intern. Scientific-practical conference "Modern technologies for the movement of documents in business, production and management." - Penza, - 2012. - P.3-10.
2.12. Gaidukova L.M. Problems of traditional technologies of documentation support / L.M. Gaidukova // - Secretarial business. - 2012. - No. 10 - S.17-22.
2.13. Galakhov V.V., Korneev I.K. Office work. Samples, documents. Organization and technology of work. - M.: TK Velby, 2013. - 448 p.
2.14. Grinberg A.S. Documentation Management: Textbook. - Unity-Dana, 2011. - 390 p.
2.15. Kuznetsov I.N. Office work. -5th ed., revised. and additional - M.: Publishing and Trade Corporation "Dashkov and Co", 2012. - 520p.
2.16. Kunyaev N.N. (ed.) Documentation Textbook. - N.N. Kunyaev, D.N. Uralov, A.G. Fabrichnov; ed. prof. N.N. Kunyaev. - M.: Logos, 2012. - 352 p.
2.17. Lenkevich L.A. Office work. - M.: Academy, 2011. - 256 p.
2.18. Mitrofanova V.N. "Internal correspondence at the enterprise"//Kadrovik. - 2012.- №2. S.2-3.
2.19. Okhotnikov A.V., Bulavina E.A. Document management and office work: Textbook. - 2nd ed. - M.: - Rostov-n / D.: March, 2011. - 304 p.
2.20. Panasenko Yu.A. Paperwork: Documentation management. - Textbook. allowance, - M.: RIOR Publishing House, 2013. - 93 p.
2.21. Spivak V.A. Documentation of management activities. Publisher: "Piter", 2010. - 287 p.
2.22. Yusipova E. Document flow of contracts. // Paperwork and document flow at the enterprise. - No. 02, 2011. - 97 p.
3. INTERNET RESOURCES
3.1. Official website of the Limited Liability Company "ElGa" [Electronic resource] - Access mode: 3.2. Official website of the Federal Service for Supervision of Communications, Information Technology and Mass Communications [Electronic resource] - Access mode:

Federal Agency for Education

Belgorod State University

DEPARTMENT OF DOCUMENTATION

Thesis

Modern problems of documentation support for management and ways to solve them in the Office of the Federal Registration Service for the Belgorod Region

full-time student of the 5th year of the group 070404

Gordienko Evgeny Alexandrovich

Scientific adviser:

PhD in History, Associate Professor

Shapovalova S.P.

Reviewer:

doctor of historical sciences, professor

Moshkin A.N.

BELGOROD 2009

INTRODUCTION

CHAPTER 1. DOCUMENTATION OF MANAGEMENT AT THE PRESENT STAGE

§one. Organization of documentation support for management

§2. Modern problems of documentation support for management

CHAPTER 2

§one. Organization of documentation support in the Federal Registration Service for the Belgorod Region

§3. Existing problems of documentation support in the Federal Registration Service for the Belgorod Region and ways to solve them

CONCLUSION

REFERENCES

APPS

INTRODUCTION

Relevance degree research lies in the fact that our time, saturated with information technology, imposes new requirements on documents and services responsible for their creation, handling and storage. Modern computer systems allow not only to quickly and efficiently draw up a document, but also provide a variety of opportunities for accounting, control over the execution of documents, their transmission through telecommunications channels, operational storage and search for the necessary information. Many paper-based document management functions can be fully automated, which improves the speed of decision-making and, consequently, the efficiency of management.

It should be taken into account that the transition to new technologies requires an appropriate legal and regulatory framework, a well-thought-out archival storage system, qualified performers and managers capable of covering the entire range of related problems. The most advanced technologies without these conditions will not bring the expected result.

In addition, eliminating some problems, the process of informatization of society poses new ones for us - there are previously unknown opportunities for unauthorized access to confidential information, as well as the likelihood of losing large amounts of valuable information due to equipment failure, virus attack or unskilled user actions. It is in connection with this that new requirements are imposed today equally on managers and on the staff responsible for preparing and passing documents, and the analysis of all possible problems and the development of ways to overcome them seems very important and relevant.

aim thesis work is to identify the main problems of modern office work and develop ways to solve them.

Tasks The following questions were put before the dissertation:

To characterize the documentation support of management at the present stage;

Analyze the functions and tasks of the management documentation support services;

To identify modern problems of documentation support for management;

To analyze the organization of documentary support of management in the Office of the Federal Registration Service for the Belgorod Region;

object graduate research is the organization of documentation management.

Subject thesis work was the consideration of the problems of documentary support of management on the example of the Office of the Federal Registration Service for the Belgorod Region.

Source base. The source base of the thesis consists of regulations governing the organization of modern documentation management. The federal legislation in this paper is represented by such legislative acts as: “State system of documentary support for management. Basic provisions. General requirements for documents and documentation support services "," Standard instructions for office work in federal executive bodies "," List of standard management documents generated in the activities of organizations, indicating the storage periods ", Decree of the State Statistics Committee of Russia dated 05.01.2004 No. 1 "On approval of unified forms of primary accounting documentation for accounting for labor and its payment”, GOST R 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for paperwork ", GOST 51141-98" Office work and archival business "Terms and definitions"; Order of Rostrud dated December 10, 2004 No. 47 “On approval of document forms”, etc.

For the second chapter, in the course of my work experience, I collected reference and regulatory documentation for the Federal Registration Service for the Belgorod Region, analyzed the documentation of this organization and its documents.

As part of a survey of the documentary support of the Department of the Federal Registration Service for the Belgorod Region, we conducted a survey of the employees of the institution to identify existing problems of documentary support and ways to solve them. At the end of the survey, 43 completed questionnaires with appropriate notes and notes were received back. The analysis of the received answers allows to determine the state of documentation support in the organization at the current moment and is considered in the second paragraph of the second chapter.

Historiography of the study. Among the published works of domestic specialists in office work, one can note the works of V.E. Balasanyan, M.P. Bobyleva, M.V. Larina, G.Yu. Maksimovich and a number of others. For the most part, they consider the current state of domestic office work and the ways of its development in the age of information technology. Some of the authors belong to the Soviet period (K.G. Mityaev, for example) and deal exclusively with the issues of documentary support for the work of institutions, while the other part of the authors, on the contrary, focuses on issues of modern technologies and the introduction of electronic document management systems (L.A. Doronina, V.K. Sablin and others). In general, these and other authors make it possible to characterize both the state of modern traditional office work and its transformations in the context of universal informatization and automation of work processes. In the work of T.V. Kuznetsova "Office work. Documentation support of management” sets out the requirements for the preparation, execution of documents and work with them on the basis of the latest legislative legal and regulatory and methodological acts, including the Federal Law “On the procedure for considering applications from citizens of the Russian Federation” dated 02.05.2006 and the Federal Law “On information, information technologies and on Information Protection” dated July 27, 2006, Model Regulations for the Work of Federal Executive Bodies (2005) and “Model Instructions for Office Work...” (2006). A special chapter highlights the features of working with personnel documents, taking into account changes and additions to the Labor Code introduced by the Federal Law of 06/30/2006 and the Federal Law "On Personal Data" of 07/27/2006. The source is intended for office workers and personnel services, heads of institutions, firms and enterprises and all students in the specialty "Document Science and Documentation Management". The work of Yu.M. Mikhailov "Corporate work for non-governmental organizations" is one of the first domestic publications that covers in detail the organization of corporate office work in the context of the National Standard GOST R ISO 15489-1-2007 "Document Management". The material of the manual is presented based on the current practice of documentary support for management. In addition to a detailed practical commentary on the National Standard "Document Management", the manual contains an approximate text of instructions for office work for non-state companies and individual entrepreneurs. More than 50 appendices to the instruction are published along with the text: improved forms of the most important management documents, recommendations for preparing their content - in a word, everything for the correct and quick organization of office work in a small company or an individual entrepreneur. In preparing the manual, the instructions contained in the VNIIDAD Guidelines (2007) were also taken into account.

In preparing the thesis, sources and publications posted on the Internet and devoted to the role of electronic document management in the process of documentation management were used. Here we can note the sites "Consulting group" TERMIKA "(http://www.termika.ru)," DOConline: an independent portal about EDMS "(http://www.doc-online.ru/analytics/) and" EOS: electronic office systems” (http://www.eos.ru/).

Practical significance This thesis is that by analyzing all the currently known problems and threats associated with documentary management, it is possible to develop measures to overcome or prevent them and thereby improve the efficiency of domestic enterprises and institutions. With regard to the FRS in the Belgorod region, the practical significance of the thesis was manifested in the examination of the organization's office work and the development of practical recommendations for improving its documentation support, taking into account the wishes of the specialists of the FRS in the Belgorod region itself.

Work structure consists of introduction, two chapters, conclusion, bibliography and appendix.

CHAPTER 1. DOCUMENTATION OF MANAGEMENT AT THE PRESENT STAGE

§one. Organization of documentation support for management

Documentation support of management - an activity covering the organization of documentation and documentation management in the process of implementing the functions of an institution, organization and enterprise.

In accordance with the requirements of the State System of Management Documentation Support (hereinafter - DOW), document management support at modern enterprises should be carried out by a special service - the management documentation support service (hereinafter - the DOW service). Such a service functions at the enterprise as an independent structural unit, headed by the head of the service and subordinate directly to the head of the enterprise. At enterprises with a staff of up to 100 employees and a relatively small amount of workflow, it is allowed to assign duties for the DOW to one of the full-time employees.

The purpose of the DOW service is to organize, maintain and improve the system of documentary support for enterprise management on the basis of a unified technical policy and the use of modern technical means in working with documents. At the same time, the main tasks of the DOE service are:

Implementation at the enterprise of a unified procedure for working with documents in accordance with the GSDOU and other regulatory, methodological and organizational and administrative documents;

Implementation of methodological management of the organization of work with documents in the structural divisions of the enterprise;

Ensuring effective control over compliance with the established procedure for working with documents;

Improving the forms and methods of work of officials of the enterprise with documents.

There are the following DOW services:

1. In ministries and departments - management of affairs. It includes the secretariat (reception, secretariat of the minister, secretariats of deputy ministers, secretariat of the board, protocol bureau), inspection at the ministry (head of department), office (bureau of government correspondence, bureau of accounting and registration, expedition, typewriting bureau, teletype, etc.) , department of letters (complaints), department for improving work with documents and introducing technical means, central archive;

2. At state enterprises (associations), in research, design, design organizations and computer centers, universities and other organizations - a department of documentation support for management or an office. As a rule, they include: subdivisions for accounting and registration, control, improvement of work with documents and introduction of technical means, consideration of letters (complaints), secretariat, expedition, typewriting bureau, archive;

3. In Associations and concerns, the composition and structure of the PEI service is determined by the leadership of the organization;

4. In joint ventures (organizations) - by the board; in joint-stock companies - the founding conference; in cooperatives - by the general meeting of members of the cooperative;

5. In organizations that do not have a preschool educational institution, in structural divisions, the secretary of the head (inspector) or other specially appointed persons, secretary-referent, works with documents.

The main goals of the DOW service are the organization, management, coordination, control and implementation of work on documentation support for management. The DOW service solves the following tasks:

Improving the forms and methods of working with documents.

Ensuring a unified procedure for documenting, organizing work with documents, building search engines, monitoring execution and preparing documents for transfer to a departmental (central) archive in accordance with applicable standards.

Reducing the workflow, the number of forms of documents.

Development and implementation of regulatory and methodological documents to improve documentation support in the organization (ministry) and subordinate system.

Development and implementation of advanced technologies for document management support based on the use of computer and organizational technology. PEI services should be staffed by specialists with relevant higher and secondary education.

The DOE service performs the following functions:

Development, implementation and maintenance of a time sheet and an album of unified forms of organization documents, making changes to them;

Forwarding processing, registration of documents and accounting and reference work;

Organization of consideration and preparation of documents, control over the correctness of execution of documents for signature by the management;

Regulation, generalization and informing the management about the progress and results of the execution of documents;

Development of the nomenclature of cases of the organization, storage and operational use of the nomenclature of cases;

Organization of typewritten production, copying; design of document forms;

Organization of work on the applications of citizens;

Control over work with documents in structural divisions, improvement of forms and methods of work with documents;

Control of the delivery of cases, organization of the work of the archive;

Conducting meetings and consultations, advanced training of employees of the preschool educational institution and archives;

Organization of workplaces, workstations, working conditions for employees of the preschool educational institution.

The activities of employees of the service of the preschool educational institution are regulated by job descriptions, which are developed taking into account the requirements of the GSDOU and approved by the head of the organization.

The activities of the PEI service are regulated and provided by regulatory and methodological documents, state and industry standards.

So, the organization of work of employees of documentation services includes the solution of the following issues - a clear organizational structure of the documentation service (offices), the choice of the most rational form of organizing work with documents.

The main factor determining the structure of the number of the documentation service is the standard number of employees employed in it. Institutions can be divided depending on the workflow into three main forms (centralized, decentralized and mixed) and into categories according to the USSD:

The concept of DOW covers not only organizational and administrative documents (with which traditional office work mainly deals), but all documentation that is used in one way or another in the organization - scientific and technical, design, engineering, etc. It also applies to fundamentally new types of documentation, defined as "information resources" - registers, registers, databases and data banks, Internet sites, etc. In modern conditions, the procedure for handling all these types of documentation and the conditions for access to them should be the same. A managerial decision is made not only on the basis of an administrative document, it involves the analysis of all possible information related to the substance of the issue. The wider the range of such information available to the manager in real time, the higher the probability of a successful solution to the problem.

Related to this is the second, main feature of the DOE in comparison with office work - it involves the use of more efficient information processing technologies. The DOE system, as a rule, involves local and corporate computer networks, documents are created, recorded and processed using a computer. According to a well-known Russian specialist, director of VNIIDAD M. V. Larin, the term DOW characterizes "the transitional stage from traditional office work to document management", which he understands as "a full-fledged managerial function of an organization." In other words, the prospect of merging the functions of documentation support and management as such looms.

In such a situation, it is very important to distinguish between two sides of the transition to new technologies for preschool educational institutions - technical and organizational. The first of these covers the development or acquisition of computer programs, the purchase and installation of computers, the installation of network communications, etc. Today, information technology has reached a level of development in which this side of the matter does not cause fundamental problems. The specific decision is determined only by the financial capabilities of the organization. It is not difficult to find a company that will provide the necessary tools in accordance with the wishes of the customer and within the available amount.

The transition to new technologies requires an appropriate legal and regulatory framework, a well-thought-out archiving system, qualified performers and (perhaps most importantly) managers who can cover the entire range of related problems. The most advanced technologies without these conditions will not bring the expected result. Let's look at both sides of the problem in more detail.

The currently existing automated systems of preschool educational institutions can be divided into three classes or levels. First-level systems (they can be defined as automated paper document management systems) do not handle documents as such, but with accompanying documentation, representing an electronic analogue of journals of incoming and outgoing documentation, registration cards, etc. Today, this level of automation of the DOE in public institutions can be considered passed. Paper document management systems operate in a number of departments, but their limitations are already clearly recognized and the question of their modernization is being raised. Organizations that did not implement such systems in their time, in today's conditions, tend to bypass them and start immediately from the second level.

The key feature of the second level is the presence in the system of a full electronic version of each document, which allows you to conduct a full-text search for its content, transfer the document over the organization's local area network, and exchange documents with external (superior or subordinate) organizations via a corporate network or regular e-mail . Such systems have rich search capabilities and means of restricting access to information, often include scanning and text recognition subsystems (for creating electronic versions of paper documents). At this level, it becomes possible to integrate reference databases into the system, the information of which is used in management activities. The ability to manage document flow with their help increases dramatically, but their cost is quite high - about hundreds or even thousands of dollars for each workplace.

Giving legal force to electronic documents makes it possible to abandon paper "doubles" and switch to a fully electronic document management, in which the printout, if it is saved, is only as a paper copy of the electronic original, which has a limited scope. Another requirement directly follows from this: since the original document exists exclusively in electronic form, it is necessary to pay equal attention to all stages of its life cycle, including not only creation and circulation, but also subsequent archival storage.

Despite the rich set of features, all such systems have several significant limitations, which allow them to be combined into one class. First of all, they do not operate with electronic documents in the full sense of the word, but with electronic copies of paper documents. In parallel, organizations still have paper originals, the legal force of which is given by the signatures and seals on them. It is these traditional documents that are subject to mandatory archival storage, while their electronic versions are used and stored only for reasons of practical convenience. For this reason, the software and hardware solutions used in such systems are poorly focused on the authentication of information and its long-term archival storage.

Often in the annotations of systems one can find phrases like "the system supports the full life cycle of a document in an organization: from its initial registration to write-off to the case." Meanwhile, as is known, the full life cycle is by no means limited to "writing off for business". Ignoring this circumstance, many systems allow, at the stage of archival storage, to maintain access only to the content of the document, but not to its context - accompanying information that allows you to establish the circumstances of the creation of the document or its entry into the system from the outside, the path of its passage through the authorities, etc. Strictly speaking, what in the language of developers is called "electronic archive" is not an archive from a professional point of view. Regulatory requirements for the organization of archiving when creating it, as a rule, are not taken into account.

Both in the Russian and in the CIS market, a large selection of software tools for creating second-level preschool educational institutions is now offered. Some of them are developed by well-known Russian or joint ventures relatively independently. The most famous and popular among them are the Delo systems (developer - ZAO Electronic Office Systems) and Euphrates (developed by Cognitive Technologies Ltd).

However, during the operation of such systems, many users come to the conclusion that their originality is more of a minus than a plus: having introduced a product of some company, the organization becomes its hostage. No one, except for the specialists of this company, is able to carry out any corrections, improvements and modernization of such a system. In the event that the company for some reason ceases to exist or loses the leading authors-developers, all the systems implemented by it will remain without technical support, and their improvement and alignment with the requirements of tomorrow will become impossible.

Based on these considerations, many organizations prefer to deal with systems created on the basis of commercial products of Western firms, which are focused on a wide range of users and therefore have to be much more open. Such products are customizable software packages - powerful tools for quickly creating specific applications for the needs of a specific customer. This, of course, also requires special knowledge, but it is much easier to find specialists in such systems. As a rule, services of such a plan are provided by firms that call themselves "system integrators". The ability to choose between several integrators (and even, if the appropriate staff is available, to create or modify applications on their own) outweighs in the eyes of users even such an obvious advantage of domestic developments as the possibility of full-text search taking into account the morphology of the Russian language, which, of course, commercial products do not have Western production.

In Russia, a clear preference is given to the Lotus Notes / Domino software package. Curiously, this complex does not dominate the Western market. The report of V. N. Chernov, expert-expert of the Office of the Government of the Russian Federation, provides data that the Lotus Notes / Domino complex accounts for about 4% of sales, while the similar Documentation-4 complex (little-known in our country) belongs to 11% of the Western market.

The share of the transition to the third level of preschool educational institutions, the above systems must be equipped with certified digital signature tools, as well as a set of problems associated with the archival storage of electronic documents must be solved. Meanwhile, in Russia, work on the creation of a similar archive has not yet begun, and in this regard, its backlog is about five years. The absence of such an archive after the appearance of the legislative framework can become a major deterrent in the transition to third-level preschool systems.

It is obvious that, ideally, departmental electronic document management systems and the state archival storage system should become components of a single, more general DOE system covering the entire management apparatus. But in today's conditions it seems unrealistic to create such a system according to a single plan. The financial and personnel capabilities of different departments are too different, and the traditions of document circulation in them are quite specific. In cases where management is “ripening” for the decision to create its own system of preschool educational institutions, this decision is usually made without taking into account similar systems already existing or being implemented in other departments.

In practice, this leads to rather interesting results. For example, in Moscow, preschool systems have been introduced both at the level of the mayor's office and in all district prefectures. But at the same time, each of them was developed separately and, as a rule, by another system integrator. The electronic version of the document coming from the city hall to the prefecture cannot be automatically forwarded to the lower levels of this prefecture - their automated systems are incompatible. For the same reason, different prefectures cannot exchange electronic versions of documents among themselves. Moreover, if different departments introduce different EDS tools, mutual incompatibility can be inherited and even aggravated during the transition to third-level systems.

Thus, the main development of modern document management services is in the direction of further informatization and automation of office processes, the introduction of electronic document management systems and the restructuring of office work in organizations in accordance with the requirements of these systems.

§2. Modern problems of documentation support for management

There are several main problems of documentary support of management. Let's consider them in order.

The problem of awareness. In order for the organization's management to come to the conclusion that it is necessary to introduce an automated office work system (ASS), it must at least be aware of the existence of such systems, what they are intended for and how to implement them. In addition, the management of the organization should clearly represent the benefits of implementing such systems.

The lack of information about ASD leads to the fact that they are associated with a variety of automated process control systems, automated control systems, etc. Many still remember the sad experience of an illiterate approach to the implementation of such systems in the 80s, which led to an erroneous judgment about the ASD as an expensive toy that does not bring anything new and good to the enterprise. The benefits of introducing automated office systems are not always obvious, since it is very difficult to assess the economic effect of improving the manageability of an organization. According to data provided by Ernst & Young and Nortan Nolan Institute, enterprises that have implemented electronic document management systems improve performance: productivity in the office increases by 25-50%, document processing time is reduced by 75%, space costs Document storage is reduced by 80%.

These estimates were made for the Western market, and in Russia these figures may be different. In particular, the gain from reducing the storage area of ​​documents can be much smaller, since in our country only paper documents or their microcopies (microfilm and microfiche) still have legal force. At the same time, the reduction of document processing time and the strict observance of the document processing schedule in many areas are critical indicators that can bring great economic benefits from the introduction of ASD.

The effectiveness of the implementation of such systems largely depends on how successfully the organization's management copes with solving organizational problems when introducing ASD.

organizational problems. At each enterprise, over time, a certain organizational structure develops (and not always optimal), forms its own, characteristic only for it, work styles, methods of management and control. The implemented ASD in most cases at first turns out to be, as it were, a “foreign body” for the enterprise team. This is because a well-built ASD is a kind of “litmus test” and many shortcomings in the functional and structural construction of an enterprise appear already at the first stages of the ASD implementation process.

A dilemma arises: what is better and easier - to build an ASD in the image and likeness of how things are with the customer, or to reorganize it in order to achieve maximum efficiency of the ASD? When solving this problem, two solutions can be applied: technical, which depends more on the system supplier, and organizational, which depends entirely on the customer.

All good ASDs have some ability to adapt to a particular customer, but everything has its limits. In addition, in order to adapt the office work system to a specific customer, a clear statement of the problem is needed, preferably recorded in writing. At the same time, the customer will receive a system that is maximally tuned to him, and, most importantly, he will have clear criteria for evaluating the results of the work of the contractor. Unfortunately, the development of such documents is quite laborious. Often, the development of technical specifications for ASD takes much more time than the implementation of the system itself.

This is easy to explain - at this stage, it is necessary to agree on the points of view of all departments of the customer organization, which in itself is not an easy task. Very often, they try to shorten the stage (why pay extra money), this leads to the fact that the customer receives something that satisfies the wishes of his employees, but: for some reason, it is inconvenient for everyone to work with this system. Further, during the period of trial operation, continuous finishing and alterations begin. If after that the system remains alive, then it becomes completely different from the original creation. A year later, newly arrived employees will ask a fair question: why is everything so illogical here? There is only one answer and everyone knows: it happened historically.

However, it is still impossible to manage only by technical measures. If an enterprise is largely organizationally unprepared for the implementation of ASD, then such an implementation is either very difficult or completely impossible. A good analogy would be trying to put a more powerful engine on a car with a weak chassis. The result is known in advance. Even if it is possible to place a modern ASD in an enterprise that is not ready for its implementation, the customer will not receive any gain from such an implementation.

Often, in order to get a real economic effect from the introduction of ASD, it is necessary to change some principles of work. In particular, the introduction of any automated office work system should be supported by a change in organizational and administrative documents in the customer organization (it is necessary to change at least the instructions for office work). Thus, ASD can bring a significant economic effect only if the management considers the process of its implementation not as a simple act of purchasing new software (and, possibly, new equipment), but as a complex organizational and technical project.

Unfortunately, very few customers currently review their control system before implementing an ADS. With such a forceful introduction, rejection of the office work system may occur due to psychological factors.

Psychological problems. How does the ASD see the majority of employees of the customer enterprise? If they have superficial information, then the management of the enterprise sees ASD as a panacea for all the troubles that sometimes arise due to a careless attitude to documents, and performers believe that ASD is something between e-mail and a familiar editor.

If employees have some information on these systems, then the situation changes to a large extent. The performers are firmly convinced that after the implementation of the ASD, the management will be aware of all their mistakes (this is partly true). In this regard, the introduction of a full-fledged ASD system often encounters significant resistance from the performers - they know for sure that after that it will be worse for them. As a result, some compromise variant is introduced without "fiscal" functions, i.e. the same e-mail along with a document management system.

According to management, all that can be expected from this system is an objective control over their orders, speeding up the preparation of reporting information, improving quality and reducing the time it takes to search for documents. After the introduction of the system, its assessment can change dramatically. And only later, as they become more familiar with the system, managers suddenly discover with surprise that they will also have to work on a computer that has only been gathering dust on the desktop for a long time. For a considerable number of leaders of the old school, this turns out to be a psychological barrier. It is much easier for them to work directly with people, using the usual methods: called “on the carpet”, “gave a pump”, saw fear in the eyes of a subordinate - you come to the conclusion that you are not in vain taking a chair. In addition, management often finds that the benefits promised by Western experts have disappeared somewhere. Although the solution to this problem is simple - it was proposed to introduce ASD on the tables of all performers and managers, and the customer saved money: he installed the system only for clerks of structural divisions. As a result, work is carried out quickly and accurately between departments, and everything inside them is the same as before.

Performers, on the other hand, often have the feeling that with the introduction of the CUD, another boss has appeared who constantly stands behind his back. Indeed, now, if desired, you can find out: who, what, when and how much does. Previously, it was possible to mislead the authorities: they say, they searched all the floors for half a day (although in fact I played on the computer). At the same time, a very important point is forgotten - the same system will not allow the contractor to be loaded with an excessively large amount of work. True, this depends on the settings of a particular system, but there will always be an opportunity to explain why this amount of work was not completed on time. So here you still need to think carefully - the performers remain the losers or the winners. From my point of view, qualified performers receive a powerful tool for organizing their activities and quite weighty arguments to motivate their actions in front of the management.

But poor management and negligent employees experience psychological discomfort and complete rejection of the ASD. Well, if this is expressed only in a letter of resignation. More often we get persistent and skillful hidden enemies who resist in every possible way such an innovation as ASD, which will clearly show their failure and uselessness for the enterprise. From this comes a number of personnel issues that one way or another have to be addressed when introducing ASD.

Personnel problem. The introduction of ASD implies that all the main participants in business processes in an enterprise must be able to work on a computer. In fact, this is true in young, relatively recently created organizations and firms. But what to do if the main backbone of the company's management was educated 15-20 years ago? In terms of their experience and professional skills, they can fully correspond to their positions, but they have never studied or worked on a PC. Send them to school?

But, as a rule, if an enterprise came to the idea of ​​the need to introduce ASD, then the intensity of labor at this enterprise is very high. This means that off-the-job training of employees is practically impossible, and optional training may turn out to be ineffective and only lead to increased irritability of the employees of the enterprise.

At one time, when introducing CAD (at least in the electronics industry), it was believed that it was cheaper to fire old designers and recruit young employees (university graduates) than to retrain the "old guard". Unfortunately, this approach is not applicable when implementing ASD, since the main users of this system are the top and middle management of the organization's management.

The only way out of this situation, found experimentally, involves: off-the-job training of system administrators; user training at the customer's premises, but not at the workplace; a long period of trial operation with the constant presence of the contractor's personnel in the customer organization.

Thus, there are several main problems of documentation support for management: the problem of awareness, organizational problems, psychological problems and the problem of personnel. Any institution, no matter what profile it may be, faces these problems. When deciding on the need to improve the work of their organization (including through the automation of documentation), any management should pay attention to solving these problems.

CHAPTER 2

§one. Organization of documentation support in the Federal Registration Service for the Belgorod Region

The Office of the Federal Registration Service for the Belgorod Region has had its name since January 1, 2005 (formerly the Office of Justice of the Administration of the Belgorod Region, after - the Office of the Ministry of Justice of Russia for the Belgorod Region) and is a territorial body of the Federal Registration Service. In its activities it is guided by the Constitution of the Russian Federation, federal constitutional laws, federal laws, acts of the President of the Russian Federation and the Government of the Russian Federation. International treaties of the Russian Federation, regulatory legal acts of the Ministry of Justice of the Russian Federation, acts of the Federal Registration Service. The Department is a legal entity, has seals with the image of the State Emblem of the Russian Federation, stamps, letterheads with its name and the image of the State Emblem of the Russian Federation, bank accounts.

The main tasks of the Office of the Federal Registration Service for the Belgorod Region are:

1. Ensuring the implementation in the Belgorod region of the state policy in the field of justice within the established competence;

2. Ensuring the unity of the legal space;

3. Ensuring, within the limits of their authority, the protection of the rights and freedoms of man and citizen.

Control Functions:

Maintaining the federal register of normative legal acts of the Belgorod region in the prescribed manner;

Carrying out legal expertise of normative legal acts of the Belgorod region for their compliance with the Constitution of the Russian Federation and federal legislation;

State accounting of normative legal acts adopted by the state authorities of the Belgorod region, in the manner established by the Ministry of Justice of Russia;

Submission of information from the federal register to state authorities and local governments, legal entities and individuals in the manner determined by the Ministry of Justice of Russia

State registration of the charters of municipalities and municipal regulatory legal acts on the introduction of amendments and additions to the charters of municipalities in accordance with federal legislation

Ensuring, in accordance with the procedure established by the Ministry of Justice of Russia, the Department, for resolving citizens' appeals for the recovery of documents in accordance with international treaties and the legislation of the Russian Federation.

The territorial bodies of the Federal Registration Service decide on the state registration of non-profit organizations of all organizational and legal forms, with the exception of consumer cooperatives, state authorities, other state bodies, local governments, as well as state and municipal institutions. State registration of certain organizational and legal forms of non-profit organizations (partnerships of homeowners, horticultural, horticultural and dacha non-profit associations) by tax authorities is contrary to current legislation. The corresponding letter on the termination of such registration was sent to the Federal Tax Service.

The Federal Registration Service for the Belgorod Region includes the following departments:

1. Administrative and management personnel;

2. Department of reception - issuance of documents;

3. Department of conducting USRR and registration of addressees;

4. Department of registration of rights to residential premises and equity participation agreements;

5. Department for registration of mortgages, rights to non-residential premises and for interaction with large copyright holders;

6. Department of registration of rights to land plots;

7. Department for issuing information on registered rights;

8. Office work department;

9. Department of organizational support, planning and control of activities;

10. Department of public service and personnel;

11. Department of material - technical support;

12. Department for the protection of state secrets, special and mobilization work;

13. Department of Information Technologies and Communications;

14. Department for Public and Religious Associations;

15. Department for control in the field of advocacy and notaries;

16. Department for control and supervision in the field of state registration of acts of civil status;

17. Department for control over the activities of self-regulatory organizations, arbitration managers;

18. Department of legal support and judicial protection.

In the Office of the Federal Registration Service for the Belgorod Region, to regulate office tasks, an Instruction on office work has been created that regulates the procedure for creating and moving documents. It defines the system of office work, establishes the rules and procedures for working with documents of an unclassified nature and letters from citizens.

The legal basis for the provisions of the Instruction is the current legislation of the Russian Federation, the regulatory requirements of the State Standards of the Russian Federation for organizational and administrative documentation, the State Documentation Management System (GSDOU), as well as the basic rules for the operation of departmental archives, the Regulations on the Federal Registration Service, approved by Decree of the President of the Russian Federation dated October 13, 2004, No. 1315, General Regulations on the territorial body of the Federal Registration Service for the subject (subjects) of the Russian Federation, approved by order of the Ministry of Justice of Russia dated December 03, 2004 No. 183, Temporary Instructions for Paperwork in the Federal Registration Service, approved by order of the Federal Registration Service dated June 14, 2005 No. 77, other regulatory documents on office work.

Methodological management of the organization of office work and control over compliance with the requirements of this Instruction are carried out by the organizational and control department of the Office. The rules and procedure for working with documents provided for by this Instruction are obligatory for all employees of the Department. The rules and procedure for working with documents provided for by this Instruction are obligatory for all employees of the Department.

State civil servants of the Department (hereinafter also referred to as employees) are responsible for compliance with the requirements of the Instruction, the safety of official documents and the information contained in them. Employees immediately report the loss of documents to the head of the relevant structural unit. The head of the structural subdivision informs the organizational and control department of the Office about this. The head of the organizational and control department reports the loss of documents to the supervising deputy head of the Department, who appoints an internal investigation and informs the head of the Department about the results of the investigation. In the event that the guilt of a public civil servant in the loss of documents is established, he is subject to disciplinary, financial and other liability in accordance with the procedure established by law.

When going on vacation, in case of illness or going on a business trip, a civil servant, at the direction of the head of the structural unit, transfers the documents under his execution to another employee, upon dismissal, he hands over the documents assigned to him.

For the organization of office work, compliance with the rules and procedures established by this Instruction for working with documents and letters from citizens in the structural divisions of the Office, their heads are responsible. Office work in structural divisions is carried out by employees appointed by the heads of these divisions.

In order to switch to paperless technology for working with documents, electronic information systems are used. Automated documentary information processing technologies used in the Office must meet the requirements of this Instruction.

The instruction on office work in the Office of the Federal Registration Service for the Belgorod Region contains the following sections:

General provisions.

Documentation (creation of documents).

Document flow (movement of documents in the Office).

Document execution control.

The order of work with appeals of citizens.

The procedure for handling proprietary information of limited distribution.

Copying works.

Prints and forms.

Formation of cases, their transfer to the archive, the use of archival documents.

In accordance with the General Regulations on the territorial body of the Federal Registration Service for the subject (subjects) of the Russian Federation, approved by order of the Ministry of Justice of Russia dated December 03, 2004 No. 183, the head of the Department issues orders and instructions within his competence, organizes and controls their execution.

Orders (orders) are issued on the basis of and in pursuance of federal laws, decrees and orders of the President of the Russian Federation, orders and orders of the Government of the Russian Federation, orders and orders of the Ministry of Justice of the Russian Federation, the Federal Registration Service, as well as on an initiative basis and must comply with:

Legislation of the Russian Federation;

Regulations of the Ministry of Justice of the Russian Federation;

Acts of the Federal Registration Service;

Previously adopted acts of the Office, if the document does not provide for their cancellation or amendment.

Draft orders (orders) are prepared by the relevant structural units of the Office on behalf of its leadership or on their own initiative of the units within their competence.

The head of the structural unit, instructing the direct executor to prepare a draft order (order), is obliged to give specific and clear tasks for the preparation of the document and determine the deadlines.

The term for preparing a draft order (order) in pursuance of federal laws, decrees and orders of the President of the Russian Federation, decrees and orders of the Government of the Russian Federation, acts of the Ministry of Justice of the Russian Federation, the Federal Registration Service, as a rule, should not exceed ten calendar days, unless otherwise established term .

To prepare the most important and complex draft orders (orders), as well as acts issued jointly with other territorial bodies of federal structures, working groups can be created.

Draft notifications and messages on the refusal of state registration are prepared by the relevant structural divisions of the Office.

The text of notifications must contain reliable and well-reasoned information, comply with applicable laws and other regulations, not allow for different interpretations, be carefully edited, specific and real.

When preparing draft organizational and administrative documents, it is necessary to link the instructions contained in them with previously issued documents on this issue.

The Office distinguishes between three main streams of documentation:

1. documents coming from third-party organizations and departments in municipalities (incoming);

2. documents sent to other organizations and departments in municipalities (outgoing);

3. documents created in structural divisions and used by employees of the central office of the Office in the management process (internal).

Reception, processing, registration and distribution of correspondence received by the Department is carried out by employees of the organizational and control department of the Department.

Documents received by employees of structural subdivisions of the Office from officials of other organizations are subject to mandatory transfer for registration in the organizational and control department of the Office.

Before opening mailings, the safety of their packaging and correctness of addressing are checked. Mistakenly delivered correspondence is returned to the post office or forwarded to the owner. Registered mail is checked against entries in postal registers.

In the organizational and control department, all envelopes are opened (with the exception of envelopes marked “in person” and “for the competition”). In the absence of a document, the number of which is indicated on the package, or attachments to it, as well as in cases of discrepancy between the number indicated on the package and the number of the enclosed document, or if the document is damaged, an act is drawn up in triplicate. The act is signed by the employee who opened the package and the head or deputy head of the organizational and control department. One copy of the act remains in the organizational and control department, the other is attached to the incoming document, the third is sent to the sender.

Envelopes of incoming documents are destroyed, except when only they can be used to establish the sender's address, attachment number, date of dispatch and delivery, as well as in cases of receipt of appeals and applications from citizens and foreign correspondence.

All incoming correspondence (except for appeals from citizens, personal correspondence) is subject to mandatory centralized registration in the organizational and control department of the Office. Accounting for documents in the Office in the absence of an electronic database is kept in registration journals. Incoming, outgoing and internal documents are registered separately.

A registration stamp is placed on the front side of the received document in the lower right corner, containing information about the date of receipt of the document and the registration number according to the book of incoming correspondence. The registration number assigned by the Outgoing Correspondence Department consists of the index of the structural unit, the serial number of the document and the initials of the surname of the official who signed the document, for example: 8/226-A, 12/342-B, 4/123-C, 13/112-Sh .

Basic information about incoming documents is entered into the registration forms of the electronic database of the Office. To achieve information compatibility, the following composition of details for accounting documents in registration journals is established:

Registration number of the Department;

Correspondent;

Title of the document;

Document date;

Outgoing document number;

Resolution (executor, content of the order, deadline, author of the resolution, date of issue of the resolution);

The list of documents that are not subject to registration in the Office:

Copies of documents sent for information;

congratulatory letters;

invitation cards;

Accounting documents (invoices, payment orders, etc.);

Printed publications (books, magazines, newsletters);

Forms of statistical reporting.

Preliminary consideration of documents is carried out by the organizational and control department of the Office in order to distribute the received documents to those requiring mandatory consideration by the head of the Office and his deputies through the supervised services, based on an assessment of the content of the document.

Federal laws, decrees, orders of the President of the Russian Federation, resolutions, orders of the Government of the Russian Federation, the Governor of the Belgorod Region, instructions contained in the minutes of meetings of the Government of the Belgorod Region, orders, orders, instructions of the Ministry of Justice of the Russian Federation, Rosregistration, parliamentary and deputy requests and appeals are considered organizational - control department with the aim of the need to put them under control. Documents of this type are reported to the head of the Department and his deputies in accordance with the existing distribution of responsibilities.

Documents sent for a report to the head of the Department or his deputies are accompanied by electronic cards of previously registered documents, printed on paper, to which there are links and relevant to the consideration of this issue.

Documents with resolutions of the head of the Department or his deputies are returned to the organizational and control department for entering the appropriate resolution into the electronic card of the document and transferring the document to the executors. If there are several executors, then the original document is transferred to the responsible executor, and copies of the document are transferred to the rest of the executors.

The organizational and control department for making a resolution in the electronic card is accepted only from the first executor appointed by the head of the Department. The resolution is superimposed on a text-free space on the first page of the document. For the imposition of resolutions, forms of the established sample can be used.

Direct record keeping in the structural subdivisions of the Office is entrusted to civil servants of these subdivisions, whose duties (in accordance with official regulations) include this.

Accounting for documents in the structural subdivisions of the Office in the absence of an electronic database is carried out in registration journals. Incoming, outgoing and internal documents are registered separately.

Outgoing documents signed by the head of the Department or his deputies are subject to unified registration in the organizational and control department. These documents are submitted to the department in triplicate:

The first copy (original) and attachments to it are sent to the addressee;

The second copy (copy) with visas remains in the organizational and control department;

The third copy (certified copy) is returned to the structural subdivision of the Office.

Outgoing documents signed by the head of the Department and his deputies are assigned an outgoing registration number in the organizational and control department.

Documents created in the Department and used by employees in the management process are internal. Registration of internal documents is carried out in registration journals directly in structural divisions and is not subject to registration in the organizational and control department.

The outgoing registration number of an internal document consists of two parts:

2. serial number within the registered array of documents, assigned by the structural subdivision of the Office.

After registration, the specified documents in the 1st copy are sent for sending to the organizational and control department, or to the state civil servant of the structural unit, whose job duties (in accordance with the job regulations) include record keeping.

Outgoing correspondence signed by the head of the Department and his deputies addressed to the Administration of the President of the Russian Federation, the Office of the Government of the Russian Federation, the Offices of the State Duma and the Federation Council of the Federal Assembly of the Russian Federation, authorized representatives of the President of the Russian Federation in federal districts, the Ministry of Justice of the Russian Federation and the Federal Registration Service sent by Feldsvyaz unless otherwise instructed by management.

Documents sent to the territorial bodies of the federal executive authorities in the Belgorod region, state authorities of the Belgorod region and local governments of the city of Belgorod and the Belgorod region, are sent by courier. This correspondence is registered according to the register.

The processing of documents for sending by post is carried out by the organizational and control department in accordance with the Rules for the provision of postal services, approved by Decree of the Government of the Russian Federation dated April 15, 2005 No. 221.

Documents are sent by registered mail in envelopes. The envelopes indicate the addressee, his postal code and address, as well as in the lower left corner - the number of the document being sent. Documents sent simultaneously to one address are enclosed in one envelope.

Registered letters are handed over to the post office according to the inventory, which is compiled in three copies. It indicates the document numbers, date of dispatch, address and type of shipment. Two copies of the inventory are transferred to the post office, the third one remains in the organizational and control department. A copy of the inventory returned from the post office, confirming the dispatch of registered mail, is filed in the appropriate file of the organizational and control department.

On copies of outgoing documents, the organizational and control department of the Office puts a stamp indicating the date of sending.

Legal documents go through the following stages:

1. Stage of reception. At this stage, the executive officer accepts documents from individuals and legal entities, and also conducts a legal examination of the accepted documents. After completing his work, the employee who accepted the documents closes the stage of receiving documents that he completed. Then it adds the stage of registration of copyright with the appointment of a responsible executor. After the registration stage is entered, this folder will be included in the list of unprocessed folders of the designated responsible registrar.

2. Stage of registration. The responsible registrar distributes the cases received from the acceptance stage among the registrars. When distributing cases at the stage of registration of this folder, a new executor is appointed. After the registration stage is completed, the executing officer closes the corresponding registration stage. And appoints the stage of issuing documents, indicating the performer of this stage.

3. Stage of return. If during the registration process any errors are found that require the return of the case for legal revision, then, in this case, it is necessary to add an additional stage of the case - the return of the case for revision. As the executor of this stage, appoint the employee who received the documents for this folder. After completing the re-legal analysis of documents, the employee who performed the stage of receiving documents must close the return stage.

4. Archiving. Upon completion of the registration stage, the folders are handed over for distribution. After the documents for a specific folder are issued, the case is archived. To display this stage on a computer, you should add a new stage of archiving and appoint a responsible executor.

The Federal Registration Service for the Belgorod Region uses the Automated Information System (AIS) "Yustitsia", which is designed for automated accounting of real estate objects, the creation of individuals and legal entities and for the creation of documents. Registration in the AIS "Justice" when objects are transformed occurs in the event of a merger, division or separation of real estate objects (THE). At the same time, records about newly formed objects are made in new sections of the USRR and new cases of title documents with new cadastral numbers are opened. If the real estate object for which the USRR section was formed was formed as a result of division, merger of pre-existing objects or separation from such objects, or other reasons arose that led to a change in the cadastral number, the column "Previous cadastral number" indicates the cadastral numbers of the previous objects.

If THEY, for which the USRR section is formed, ceases to exist, being a source for a new object (objects), the cadastral number of the new object (objects) is reflected in the column "Subsequent cadastral number".

When they are converted, the converted object(s) ceases to exist. With the termination of the existence of a real estate object, the USRR section associated with it is closed. The column "Record on the liquidation (transformation) of the object" contains the details of the documents on the basis of which the section is closed. Subsection II entries are canceled and a termination record sheet is printed.

In the column "Documents-foundations" the documents are entered on the basis of which the transformation of THEM takes place. For example, an application for transformation - when merging objects, a court decision - when dividing objects, etc. In the THEY tab, in case of division - the shared object, in the case of a merger - the object formed after the merger. The legal expert checks the correctness of the formation of the record of the transformation in the CRC. In the case of merging objects, the "Object Conversion Wizard" is used in the "Merge" mode. In the case of splitting objects, the Object Conversion Wizard is used in the Split mode. If it is necessary to assign sections to previous or subsequent cadastral (conditional numbers) without converting, you must use the conversion wizard in the “Establishing a historical connection (merging)” or “Establishing a historical connection (separation)” mode. The transformation of objects may occur as a result of a transaction.

There are two options:

a) The contract expressing the content of the transaction is subject to state registration. If there is only one contract (hence, there is only one transaction), then at the input stage, a transaction registration task is created for each of the objects, but with one transaction registration number (i.e., one of the tasks binds the registration number). At the stage of due diligence in another object, a transaction record with the same number and date of registration is also indicated. If there are several contracts, as many transactions are registered as there are contracts. Accordingly, at the input stage, transactions registration tasks are created for each of the objects with which a transaction is made. At the stage of legal expertise, the transaction is also registered object by object.

b) An agreement expressing the content of a transaction is not subject to state registration. At the input stage, tasks on registration of rights are selected. At the stage of legal examination, the right and the transition of the right are registered.

To organize and conduct an examination of the value of documents, a permanent expert commission (EC) is being created at the Federal Reserve Board for the Belgorod Region. The functions and rights of the expert commission of the Office, as well as the organization of its work, are determined by the regulation on the EC, which is approved by order of the Office.

Examination of the value of documents in the Office is carried out when compiling the nomenclature of cases; when forming cases and checking the correctness of attributing documents to cases; when preparing cases for subsequent storage, etc. During the annual examination of the value of documents in structural divisions, documents of permanent and temporary (over 10 years) storage are selected for transfer to the archive of the Office, as well as documents with temporary storage periods that are subject to destruction, the terms of which have expired.

The selection of documents for permanent storage is carried out on the basis of lists of documents indicating the periods of their storage and the nomenclature of files of the structural unit (extracts from the consolidated nomenclature) by looking through the files. It is not allowed to select documents for storage and allocation for destruction only on the basis of case titles. In case of sheet-by-sheet review of permanent storage cases, duplicate copies of documents, drafts, unformed copies of documents and documents with temporary storage periods are subject to seizure.

Simultaneously with the selection of documents of permanent and temporary (over 10 years) storage for transfer to the archive of the Department, the selection of cases and documents of temporary (up to 10 years) storage with expired storage periods is carried out in structural divisions. At the same time, such marks in the nomenclature of cases as “until the need (DMN)”, “subject to the conduct (completion) of the audit”, etc. are taken into account.

The selection of documents for the corresponding period for destruction and the drawing up of an act on their allocation for destruction is carried out after the compilation of the annual sections of the summary inventories of cases for permanent storage for the same period. These inventories and acts are considered at the meetings of the EC simultaneously. The acts approved by the EC are approved by the management of the Department only after the inventories of cases of permanent storage are agreed in the prescribed manner. After that, the Office has the right to destroy the cases included in these acts.

Cases are included in the act on their allocation for destruction if the storage period provided for them has expired by January 1 of the year in which the act was drawn up. For example, cases with a three-year storage period completed in 2005 can be included in an act that will be drawn up no earlier than January 1, 2009, with a five-year storage period - no earlier than January 1, 2011.

Files with executed documents of permanent, temporary (over 10 years) storage and personnel are transferred to the archive of the Department. The transfer of cases is carried out only according to the inventories after the expiration of the two-year period for their storage and use in the structural unit. Cases of temporary (up to 10 years) storage are not subject to transfer, are stored in structural units and, upon expiration of the storage period, are subject to destruction in the prescribed manner.

When a structural subdivision prepares cases for transfer to the archive of the Office, the archive worker first checks the correctness of their formation, execution and compliance of the number of cases included in the inventory with the number of cases filed in accordance with the consolidated nomenclature of cases of the Office. At the same time, the identified shortcomings in the formation and execution of cases are eliminated by employees of the structural unit of the Office of the Federal Registration Service for the Belgorod Region.

The reception of each case is carried out by an employee of the archive of the Office in the presence of an employee of the structural unit. At the same time, on both copies of the inventory against each case included in it, a note is made about the presence of the case. At the end of each copy of the inventory, the number of actually accepted cases, the date of acceptance - transfer of cases, as well as the signatures of the head of the organizational and control department and the person who transferred the cases are indicated in numbers and in words.

Along with the cases, registration files for documents or electronic databases containing information on the registration and execution of transferred documents are transferred to the archive of the Office. The title of each file cabinet or database is included in the inventory.

In case of exclusion from the structure of the Department of a structural unit or a change in its structure, the employee responsible for the record keeping of this structural unit forms all available documents into files, draws up the files and transfers them to the archive of the Office, regardless of the storage period. The transfer of cases is carried out according to the descriptions of cases and the nomenclature of cases.

The transfer of cases to the archive is carried out according to the schedule drawn up by the organizational and control department, agreed with the heads of structural divisions and approved by the order of the Office.

Thus, the Federal Registration Service for the Belgorod Region carries out registration, legal examination and accounting of regulatory legal acts of municipalities in accordance with the procedure determined by federal laws and local regulatory legal acts. In its work, the Federal Registration Service for the Belgorod Region uses the Automated Information System (AIS) "Justice", which is designed for automated accounting of real estate objects, the creation of individuals and legal entities and for the creation of documents. The entire range of office work processes carried out by the Office complies with existing regulatory legal acts.

§2. Official regulations of the Office of the Federal Registration Service for the Belgorod Region

For civil servants and workers, a five-day official (working) week is established with two days off - Saturday and Sunday.

3. For civil servants and employees of the Department, the following hours of service (work) are established:

Service (work) start time - 9 hours 00 minutes;

End time of service (work) - 18 hours 00 minutes;

The end time of the service (work) on Fridays is 16 hours 45 minutes.

The duration of the official (working) day immediately preceding the non-working holiday is reduced by one hour.

For civil servants (employees) who ensure the reception, issuance of documents and information from the USRR, who receive citizens in accordance with the requirements of administrative regulations for the performance of state functions in a certain area of ​​activity, by order of the head of the Department, a different start and end time of service (work) may be established.

Engagement of civil servants and employees to service (work) on weekends and non-working holidays is carried out by order of the head of the Department with their written consent in cases established by the legislation of the Russian Federation.

The break time for rest and meals for specialists who provide reception, issuance of documents and information from the USRR, as well as the reception of citizens in accordance with the requirements of administrative regulations for the execution of state functions in a certain field of activity, is determined in the time interval from 12:00 to 15:00 minutes. The specific time for rest and meals is set by the head of the department.

For civil servants filling positions in the civil service of other groups and employees filling positions that are not positions of the federal civil service, an irregular official (working) day may be established in accordance with the service contract (labor contract).

6. Civil servants are granted annual paid leave, which consists of the main paid leave and additional paid leaves (annual additional paid leave for length of service and annual additional paid leave for an irregular working day).

Civil servants who fill the main positions of the civil service are provided with an annual basic paid leave of 35 calendar days, other groups - 30 calendar days, employees who fill positions that are not positions of the federal civil service - 28 calendar days.

The duration of the annual additional paid leave for length of service is calculated at the rate of one calendar day for each year of civil service.

The duration of the annual additional paid leave for an irregular official (working) day is:

For civil servants replacing the main positions of the federal state civil service - 10 calendar days;

For civil servants replacing leading positions of the federal state civil service - 8 calendar days;

For civil servants replacing senior positions in the federal state civil service - 6 calendar days;

For civil servants replacing junior positions of the federal state civil service - 4 calendar days;

employees filling positions that are not positions of the federal civil service - 3 calendar days.

When calculating the total duration of the annual paid leave, the annual basic paid leave is added to the annual additional paid leave for length of service. The total duration of the annual basic paid leave and the annual additional paid leave for seniority for civil servants holding the main positions of the civil service cannot exceed 45 calendar days, for civil servants holding civil service positions of other groups - 40 calendar days.

Additional leave for an irregular official (working) day is granted in excess of the annual paid leave provided for in this paragraph.

The vacation schedule is drawn up for each calendar year on the basis of proposals from structural and separate divisions of the Department and is brought to the attention of all civil servants and employees.

Thus, the work schedule of the Office of the Federal Registration Service for the Belgorod Region establishes and regulates the procedure for the work of the staff of the Office, the duration of working hours, provides for a rest regime and determines the amount and procedure for granting holidays to employees of the Office. In general, this document regulates the work activity of the organization and serves to ensure the effectiveness of its performance of its production tasks.

§3. Existing problems of documentation support in the Federal Registration Service for the Belgorod Region and ways to solve them

On March 19, 2009, as part of a survey of the documentary support of the Department of the Federal Registration Service for the Belgorod Region, a survey was conducted among the employees of the institution to identify existing problems of documentary support and ways to solve them. The employees were given questionnaires containing the following questions:

1. Your position;

2. What documents do you work with? (order-instruction, contract, service-memorandum, incoming letter, outgoing letter, underline as necessary), other;

3. Do you take part in the coordination of documents?

4. What computer programs do you use when working with documents?

5. What, in your opinion, needs to be done for more efficient and high-quality work of your unit and institution as a whole:

a) improve the regulatory framework for working with documents;

b) adjust the job responsibilities of employees;

c) increase the degree of computer proficiency of employees;

d) establish a system of electronic registration of documents;

e) establish an electronic document management system;

f) appoint a person to control the execution of instructions;

g) to organize refresher courses for employees;

h) introduce a new staff unit for working with documents.

At the end of the survey, 43 completed questionnaires with appropriate notes and notes were received back. Analysis of the responses received allows you to determine the state of documentation support in the organization, to identify the problems that employees of different departments most often face when working with documentation.

Almost all employees use the Justice program in their work, and some additionally use the Registrar. There are no references to any electronic document management systems or their similarity in the questionnaires. Nevertheless, more than half of the employees indicate the need to introduce an electronic document management system in the Federal Registration Service for the Belgorod Region, which would thereby facilitate the work with various kinds of documentation, as well as when registering documents for registering documents ..

Half of the employees are dissatisfied with the level of legal support for their work, the insufficient degree of its regulation and the definition of the exact boundaries of their job responsibilities. Such employees indicate the need to change this state of affairs by clarifying the job responsibilities of the staff of the institution and developing detailed instructions in this regard.

During the survey, those employees of the Federal Registration Service for the Belgorod Region who were dissatisfied with the legal support of their activities, as well as the level of its regulation, indicated the need to organize advanced training for the staff of the institution through appropriate activities, including the organization of seminars, advanced training courses and etc.

The maximum number of votes in the survey of employees of the Federal Registration Service for the Belgorod Region was given for the appointment of a person to control the execution of instructions, as well as for the appointment of a new courier staff unit to deliver documentation to the relevant authorities. But although a certain number of employees of the Federal Registration Service consider it inappropriate to introduce a new staff unit for working with documents. Accordingly, the specialist responsible for monitoring the execution of instructions should work as a part-time employee and be hired from among the already working employees of the Federal Registration Service for the Belgorod Region.

The respondents showed the least interest in increasing the level of computer proficiency and other office equipment, as well as in considering the possibility of introducing a new staff unit for working with documents. This allows us to conclude that, in the opinion of the personnel of the Federal Registration Service for the Belgorod Region, the staff of the organization is quite densely staffed and does not need additional staff. The level of his technical skills is quite consistent with the duties performed, and the improvement of the skills of employees should not be associated with their computer literacy, but with the possession of basic professional knowledge, skills and abilities in accordance with their position.

Analysis of the results of the survey allows us to identify the main problems in the documentation support of management, preschool educational institutions in the Federal Registration Service for the Belgorod Region, and the main problems here are the following:

Low level of executive discipline among employees;

Lack of programs to automate office work of the institution.

Thus, on the basis of the survey conducted in order to identify the problems faced by the employees of the FRS in the Belgorod region in the course of their work, it can be concluded that the units are not working effectively in terms of their staff and suggest that the employees of the FRS in the Belgorod region put before their management the question of taking measures to change the current situation, namely:

Suggest to the heads of departments of the institution to improve the regulations on departments and job descriptions of their employees;

Provide each department with legal documents related to the type of activity of this unit and all employees in general;

Raise the issue of introducing an electronic document management system in the organization, taking into account the industry specifics of the institution;

Propose to introduce a new staff unit of the courier.

CONCLUSION

Currently, document management is understood as an activity covering the organization of documentation and documentation management in the process of implementing the functions of an institution, organization and enterprise. This concept covers not only organizational and administrative documents (with which traditional office work mainly deals), but all documentation that is used in one way or another in an organization - scientific and technical, design, engineering, etc. It also applies to fundamentally new types of documentation, defined as "information resources" - registers, registers, databases and data banks, Internet sites, etc. In modern conditions, the procedure for handling all these types of documentation and the conditions for access to them should be the same.

The development of modern services for documentation support of management takes place in the direction of further informatization and automation of office processes, the introduction of electronic document management systems and the restructuring of office work in organizations in accordance with the requirements of these systems.

There are several main problems of documentary support of management: the problem of awareness, organizational problems, psychological problems and the problem of personnel. Any institution, no matter what profile it may be, faces these problems. When deciding on the need to improve the work of their organization (including through the automation of documentation), any management should pay attention to solving these problems.

The practical part of the thesis work was carried out on the basis of the Office of the Federal Registration Service for the Belgorod Region and included a survey of documentary support in the institution, the organization of its work, as well as a survey of the institution's staff in order to identify existing shortcomings in the work.

The Department of the Federal Registration Service for the Belgorod Region carries out registration, due diligence and accounting of regulatory legal acts of municipalities in the manner determined by federal laws and local regulatory legal acts. In its work, the Federal Registration Service for the Belgorod Region uses the Automated Information System (AIS) "Justice", which is designed for automated accounting of real estate objects, the creation of individuals and legal entities and for the creation of documents. The entire range of office work processes carried out by the Office complies with existing regulatory legal acts.

The work schedule of the Office of the Federal Registration Service for the Belgorod Region establishes and regulates the procedure for the work of the staff of the Office, the length of working hours, provides for a rest regime and determines the amount and procedure for granting holidays to employees of the Office. In general, this document regulates the work activity of the organization and serves to ensure the effectiveness of its performance of its production tasks.

As part of a survey of the documentary support of the Department of the Federal Registration Service for the Belgorod Region, a survey was conducted among the employees of the institution to identify existing problems of documentary support and ways to solve them. At the end of the survey, 43 completed questionnaires with appropriate notes and notes were received back. Analysis of the responses received allows you to determine the state of documentary support for management in the organization, identify existing problems and consider options for solving these problems at the moment.

The following problems can be identified in the documentation support of the Federal Registration Service for the Belgorod Region:

Insufficiently accurate and detailed regulation of the duties of each employee;

Not a high level of executive discipline among employees;

Lack of programs to automate office work of the institution;

Poor knowledge of computer programs.

Based on the conclusions drawn, it is possible to suggest that the employees of the Federal Registration Service for the Belgorod Region raise the issue of taking measures to change the current situation, namely:

Propose to the heads of the relevant departments of the institution to develop and improve the regulations on the departments and job descriptions of their employees;

Provide each department with legal documents related to the type of activity of this unit;

Raise the issue of introducing an electronic document management system in the organization, taking into account the industry specifics of the institution and try to improve those electronic document management systems that are already used by the employees of the Federal Registration Service for the Belgorod Region;

Appoint an inspector to control the execution of orders;

Propose to introduce a new staff unit of a courier for more reliable and simplified delivery of various kinds of documentation to the relevant authorities with which the Federal Registration Service for the Belgorod Region cooperates.

REFERENCES

Sources

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2. Federal Law of January 10, 2002 No. 1-FZ “On Electronic Digital Signature” // Rossiyskaya Gazeta. - 2002. - January 14.

3. GOST R 51141–98. Office work and archiving. Terms and Definitions. - M.: IPK Standards Publishing House, 1998. - 89 p.

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8. Regulations on the Office of the Federal Registration Service for the Belgorod Region. - Belgorod, 2004. - 27 p.

9. Official order of the Office of the Federal Registration Service for the Belgorod Region. - Belgorod, 2005. - 14 p.

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APPS

Attachment 1

Scheme of the organizational structure of the Federal Registration Service for the Belgorod Region

Annex 2

Block diagram of the general structure of the sequence of actions for state registration of rights

Flowchart of the sequence of actions when issuing documents

Appendix 4

in the Belgorod region

Statement

I,___________________

(full surname, name, patronymic of the applicant)

"___" ________________ __________ year of birth, passport series ______________________________

No. _________ issued on "____" ___________ ______ of the year ____________________________________

_______________________

residing at the address: ___________________________________

(address of the actual residence)

contact number___________________________________________________________

acting on the basis of a power of attorney dated "_____" _______________ ______________.

as a legal representative of a minor (underline as appropriate) on behalf of

(full surname, name and patronymic of the applicant)

"____" ________________________ of the year _______________________________________________________________

(name of the authority that issued the document)

_________________

I inform you that as a result of the replacement of the passport:

series _____________ No. ____________ issued by "___" _________________________________

__________________________________________________________________________________

(name of the issuing authority)

__________________________________________________________________________________

"____" ___________ ________________ G. ______________________________________________

citizen _______________________________________________ (full surname, name, patronymic of the principal)

received a new passport with the following data:

passport series _______________ No. _________ issued on "____" ____________ of the year _____________________________________________________________________________

(name of the authority that issued the document)

"___" __________________ 200___

(date of application)

______________________________________

"___" __________ 200_____

Annex 5

To the Office of the Federal Registration Service

in the Belgorod region

Statement

I,___________________________________________________________

"___" ________________ __________ year of birth, passport series _______________

No. ______________ issued on "____" ___________ _________ of the year _____________________________

_____________________________________________________________,

residing at the address: __________________________________

_____________________________________________________________

acting on the basis of a power of attorney dated "_____" _______________.

I inform you that at the time of purchase ____________________________________________

by the address__________________________________________________

_____________________________________________________________

gr._______________________________________________________________

"____" __________ __________ year of birth, passport series ________________________

No. ____________ issued on "____" _____________ _______________ and year

_____________________________________________________________

residing at the address: _________________________________

_____________________________________________________________

was not legally married.

"____" ___________ ________________ G. ______________________

Written in the presence of a receptionist

______________________________________

Official order of the Office of the Federal Registration Service for the Belgorod Region. - Belgorod, 2005. - S. 2-3.

Official order of the Office of the Federal Registration Service for the Belgorod Region. - Belgorod, 2005. - S. 3.

Official order of the Office of the Federal Registration Service for the Belgorod Region. - Belgorod, 2005. - S. 5.

The ultimate goal of designing, implementing and using a document management system is to increase the efficiency of management activities. Management functions are materially implemented using documents - paper or electronic.

The activity of a modern leader is reflected in the ever-increasing flow of management documents. Domestic document specialists consider the growth of document circulation as an inevitable trend in the development of the management system at the present stage. However, this statement does not mean that the growth of document flows should proceed uncontrollably, but the presence of a variety of documents in itself will lead to effective management. It is necessary to systematically carry out work to reduce the workflow.

An organization's documentary fund contains information that is a valuable resource and an important element of business activity and allows organizations to protect and preserve documents as evidence of actions. The document management system creates an information resource about the business activities of the organization, which can support its subsequent activities, create an information basis for management decisions, and also provide reporting.

Good governance and the documents that support it enable an organization to conduct its business in an orderly and responsible manner, improve its performance, and protect the interests of the agency, the rights of employees, and all stakeholders. It is indisputable that only competently and in a timely manner, as well as consistently executed documents, help to ensure the effectiveness of management.

Each manager must carry out work to improve office work. In accordance with the national standard of the Russian Federation GOST R ISO 15489-1-2007 Document management, the responsibility and authority of specialists in the field of document management should be clearly defined in organizational and legal documents: administrative regulations, regulations on departments, job regulations (instructions). These documents allow you to strictly regulate the responsibility for all business operations.

Responsibility should be distributed among all employees of the organization (including specialists from the department of documentary support of management, specialists from related information professions, heads of structural divisions and other persons for whom work with documents is part of their job responsibilities). Special responsibility in the field of records management should be assigned to the person in charge of records management. The appointment of responsible persons should be regulated by an administrative document. Records management responsibilities should include the following:

Management's responsibility is to support the application of a unified records management system throughout the organization.

· specialists in the field of document management are responsible for all aspects of document management, including the creation, implementation and application of a document management system, as well as for training specialists in the rules of documenting and organizing work with documents in individual practice;

· all employees of the organization are responsible for maintaining the authenticity, integrity, reliability and suitability for use of documents reflecting their activities.

A document is authentic if it complies with established rules; was created or sent by a person authorized to do so; was created or sent at the time indicated in the document.

The legal force and authenticity of documents, as well as information support for management, are ensured primarily through compliance with unification principle in document management. Unification is understood as the establishment of uniformity in the composition and forms of management documents that fix the implementation of the same type of management functions and tasks, the establishment of uniform requirements for processes, documentation tools and information technologies in form and content. Unification is implemented through the development and implementation of regulatory and methodological acts by federal archival authorities: standards, instructions, rules in the field of document management.

Recently, the ideas and opportunities for the formation of e-government are far ahead of practice. One can enumerate many objective and subjective reasons and factors hindering the process of introducing electronic document management into management practice, but the main reason lies in the insufficient legislative and regulatory and methodological elaboration of this issue.

At present, at the level of a subject of the federation, it is difficult to find a federal agency in which electronic document management would completely or partially replace paper. At best, there is duplication and extremely rare combination of paper and electronic document management. Consequently, the introduction of electronic document management does not reduce, but increases the labor costs for record keeping with all the ensuing consequences. The office work rules approved by Decree of the Government of the Russian Federation of June 15, 2009 No. 477 emphasize that each individual department in the office work instructions must establish the procedure for creating, receiving, processing, storing and using electronic documents in the conditions of using a departmental electronic document management system, and also the procedure for sending, receiving and registering electronic messages.

Let's not forget that the Russian management system, traditionally focused on the strict application of the principle of one-man command, is very slow to respond to instructions for independent action. From now on, each federal department has been given the right, in agreement with the Federal Archives, to set the terms for storing documents of its own information fund, as well as to determine the type of medium (electronic or paper) on which this document will be created and stored. These instructions should be recorded in departmental instructions for office work, departmental lists indicating the periods for storing documents and, accordingly, nomenclatures of cases. At the same time, the current standard list of management documents with an indication of the retention periods does not contain instructions or recommendations regarding the choice of the document carrier. It is quite obvious that it will not be easy for individual departments to make the right decisions and go through the procedure for agreeing on the above-mentioned documents. Consequently, the further development of standard information technology processes and management procedures that ensure the reliability, completeness, safety and protection of information is essential, including to increase the efficiency of introducing information technology into office work.

The instruction on office work of a particular institution organizes a unified document management system. Therefore, it should contain the following sections: rules for the preparation and execution of documents; organization of document circulation and execution of documents; search engine for documents; organization of work with documents in office work; the procedure for transferring documents for storage in the archive. Thus, the office work instruction is developed and used as a comprehensive document reflecting all the technological operations of the management documentation support. To create a unified modern document management system, it is necessary to use the current regulatory and methodological acts.

Rules of office work in federal executive bodies in accordance with Article 11 of the Federal Law "On Information, Information Technologies and Information Protection" No. 149-F3 dated July 27, 2006 should become the basis for regulating office work in local governments within their competence. Thus, the main normative source for compiling office work instructions for the municipal government system is currently office rules. However, the compilers of this document included in it the rules for documenting and organizing work with documents only for federal executive authorities. For example, the rules provide the names of the details required for the preparation of documents in the federal executive authorities. Most of the names of the details correspond to the recommendations of the current standard GOST R 6.30 - 2003. However, some details have been renamed: the “resolution” attribute in the new office work rules is called “instructions for the execution of documents”, and the “title to text” attribute is now called “document name”. The names of individual requisites include an indication that the requisite belongs to the composition of documents created in the federal executive authorities, for example: “name of the federal executive authority”, “reference data on the federal executive authority”. When compiling instructions for office work in organizations of the municipal government system, questions will naturally arise regarding the choice of the composition and names of details, to which there is no unequivocal answer in the rules and guidelines. Specified in the standard GOST R 6.30 - 2003, the props "coat of arms of a subject of the federation or municipality" are not given in these rules at all.

As a result, when developing instructions for office work for a district or village administration, specialists will not be able to find the information they need in full in the office work rules and will be forced to use other regulatory documents, in particular GOST R 6.30 - 2003. But due to the fact that the requirements new rules of office work and the mentioned standard do not coincide even in terms of the composition of the details, the principle of unification in the preparation of documents is subjected to another test. Documents created in organizations of different levels of management will differ from each other in composition, location and design of details. As a result, there are likely to be problems in information exchange between organizations. Unfortunately, the lack of uniform requirements for the execution of documents in different departments leads to the return movement of documents, since the legal force of incoming documents is often questioned. Not only organizations, but also citizens become hostages of such situations. At the same time, it must be remembered that the use of regulatory and methodological documents for the development of regulations on the office work service, job descriptions, instructions for documentary support of management should ensure the high quality of these documents and the efficiency of the document management system itself.

Exemplary proposals for creating and improving a document management system in an organization

1. Development and implementation of an administrative document of instructions for office work in accordance with the requirements of current regulatory documents;
2. Preparation and use of forms for paperwork (general form, form of an administrative document, form of a business letter);
3. Creation and application of a mixed document management system, gradual expansion of the share of electronic documents in it. Development of a list of documents, the creation, storage and use of which should be carried out in the form of electronic documents.
4. Preparation and use of the Table of forms of documents used in the organization;
5. Creation of the Album of unified forms of documents, on paper and electronic media;
6. Maximum use of the possibilities of mechanization and automation of office work;
7. Organization of advanced training by specialists in order to study the rules of office work, the use of information technology in office work.
8. Inclusion as a criterion for evaluating the activities of specialists, the presence of skills in the preparation and execution of documents.

The table of forms of documents is a list of forms of documents permitted for use, necessary and sufficient for the implementation of the functions and tasks of management activities, with a description of their legal status, stages of preparation and execution. The use of the Time Sheet provides the legal force of documents, allows you to quickly search for the necessary documents, thereby reducing the time spent on compiling, processing and processing documentation, it acts as a reference book in the practice of documenting the activities of the organization. The sheet of document forms is compiled in the form of a table. The form of the time sheet is determined by the developers: documents can be systematized according to the structural divisions of the administration or according to the functions and tasks of management.

The results of the unification of document forms are fixed in the Album of document forms, which ensures compliance with uniform requirements in the field of documentation, helps to reduce the return movement of documents and improve the workflow. Maintaining the Report Card and the Album, making changes to them and monitoring the application of these documents is entrusted to the department of documentation support of the department. Thus, the creation of a rational document management system should help improve the efficiency of the organization.

9. Questions on the discipline "Social management"

9.1. Social management: essence and structural elements. Stages of formation of the system of social management during the years of reforms in Russia

Social management - management of processes and phenomena social sphere public life, a means of implementing social policy.

Its main structural elements are: 1) objects of social management; 2) subjects and their order; 3) goal-setting system: goals and objectives, priorities; functions; types, components; 4) implementation levels; 5) goal implementation system: methods (principles and methods), means, performance evaluation.

Correlation between the concepts of "social management" and "social policy": 1) close concepts, but social policy is wider than social management; 2) social management is a means of social policy.

Social politics:

1) as part of policy (external and internal): a set of relationships between social groups (classes, strata, communities) to defend their interests and improve their social position; associated with other types, directions of policies; should not be antisocial;

2) activities of policy subjects:

In a broad sense: to develop the social sphere, improve the social situation of various groups;

Rare in a narrow sense: to support vulnerable groups.

Social status is a key concept of social policy.

Three stages in the formation of a social management system in post-reform Russia (according to the degree of state attention to social problems and the nature of the tasks being solved):

Stage I - the beginning of the 1990s: social management is aimed at the consequences of economic transformations and the transformation of institutions in the social sphere; reaction to economic reforms, to changes in the principles of financing the social sphere;

Stage II - since the mid-1990s. until 2004: attitude towards social management and social policy changed: 1996-1997: start of discussion and preparation of a number of reforms in the social sphere; early 2000s: implementation of plans - major social institutional reforms. But social reforms have not become a priority in the activities of the state, the place and role of social problems in the political agenda of the state have not fundamentally changed.

Stage III - 2005-2008 to present: a turning point for social management and social policy - moving social problems to the epicenter of social policy: 2005: the beginning of the reform of social benefits (Federal Law No. 122); the challenge of poverty reduction; sept. 2005: start of implementation of 4 priority national projects; May 2006: large-scale program to overcome the demographic crisis, measures to stimulate the birth rate.

Stage IV - 2009 to present: adaptation to the global economic crisis, the desire to maintain the achieved positions in the social sphere.

9.2. Social sphere as an object of social management: concept and structure. Stages of development of the social sphere during the years of reforms in Russia

The objects of social management in a broad sense are society, large and small groups, individuals, organizations and other social formations, social processes.

The object of social management in the narrow sense is the social sphere.

The social sphere is a set of relations and living conditions of people (groups, society) that determine their interests and influence their activities and behavior. Includes components such as social structure and social infrastructure.

Three stages in the transformation of the social sphere in post-reform Russia:

Stage I - the beginning of the 1990s: a sharp drop in the standard of living, the rapid growth of social and income differentiation, the development of open and hidden unemployment, the destruction of former social institutions and the absence of new ones, the rapid development of informal relations; Stage II - from the middle to the end of the 1990s: the dramatic demographic situation, the inefficiency of traditional institutions of the social sphere, unfavorable social processes (especially in the area of ​​income) - brakes on economic growth, overcoming hyperinflation; Stage III - from the beginning of the 2000s. to 2008: - a decrease in tension in the labor market, a reduction in wage arrears, an increase in real incomes (primarily) of wages, a decrease in poverty, an increase in funding for social sectors, positive changes in the consumer behavior of the population, etc. These are the results: 1) positive macroeconomic dynamics; 2) activation of social policy.

In 2009, as a result of the global economic crisis, negative processes appeared in the development of Russia's social sphere (increase in unemployment, reduction in incomes of the population, growth in poverty, etc.), but already in 2010 the situation stabilized.

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Introduction

Chapter 1. Document-oriented information systems (DIS-systems) - the basis of documentation management support

1.1 Basic concepts of DOW

1.2 Western office automation systems in Russia

1.3 Three sources and three components of DOW

1.4 Prospects for the Russian office automation industry

Chapter 2. Problems of improving the documentation support of management in modern conditions

2.1 Main directions and results of ongoing work

2.2 The main problems of preschool educational institutions and ways to solve them

2.3 Typewritten documents

2.4 Automation of preschool educational institutions

2.5 Organizational and staffing

Conclusion

Bibliography

Introduction

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

The main goal of the GSDOU is to streamline the workflow, reduce the number and improve the quality of documents, create conditions for the effective use of advanced technical means and technologies for collecting, processing and analyzing information, and improving the work of the management apparatus.

Work with documents in the administrative apparatus needs legal regulation and requires regulatory and methodological support at the national level.

The services of the DOE organizations are currently working according to outdated instructions and standards, long-standing traditions and canons, trying to independently adapt office work to new management structures and management methods, to combine traditional office work and new computer technologies for processing management information.

DOW, being a means and tool for exchanging information, by its nature needs unification and uniform rules for documenting, document management and storing documents. Therefore, the state is obliged to regulate these issues and pursue a targeted scientific and technical policy in this area.

The GSDOU should streamline the organizational structure of managing documentary support in organizations by solving the issues of building typical DOE services, organizing the technological process for creating and processing documentation. The system should include various aspects of the legal regulation of working with documents, providing both the legal protection of the labor of employees in the field of preschool educational institutions, and the regulatory framework for the process of documentation support itself, from the creation of documents to their submission to the archive.

The GSDO should contribute to solving a number of problems of automation, creation and processing of documents and include regulations and rules of national scope and significance. This is not a local departmental act, but a document of the federal interdepartmental level, which should contain the fundamental principles of the functioning of the preschool educational institution now and in the future. At the same time, being state-owned in essence, the system is also oriented towards application in non-state structures in all its aspects.

To achieve the above goal, it is necessary to solve the following tasks:

To study the theoretical foundations of building a workflow system in an enterprise;

Characterize the object of study, bring the organizational structure of the enterprise;

Conduct an analysis of the workflow system, identify the main problems of workflow, analyze ways to improve the existing workflow system.

In this paper, the problems of improving the documentation support of management in modern conditions are considered.

Chapter 1. Document-oriented information systems (DIS-systems) - the basis of documentation management support

Office work in its modern form was born in Russia in the 19th century, it was and still is so original that it is quite possible to talk about its national characteristics.

1.1 Basic concepts of DOW

1. Differences in office work, document flow and business procedures

We often hear the words “office work”, “document management”, “electronic archive”, “business procedures”, etc. from software manufacturers in the field of working with documents. As a rule, they use all these concepts as synonyms to promote their solutions and technologies.

As a result, there was a significant difference in the opinions of manufacturers and users on all, even the simplest issues. Sometimes, for purely business tasks, they turn to solutions that are completely not intended for this. This, of course, harms the market, confuses users and slows down the development of the Russian office work industry. Perhaps we are already ripe for the creation of some kind of professional association designed to conduct educational work, bring terms and definitions to a common denominator and set standards for the automation of Russian office work.

The goal is an attempt to classify the basic concepts encountered in the framework of office work and document management, to give basic definitions and describe the main features of national office work.

To begin with - the concepts, terms and place of office work in ensuring the management of Russian enterprises. These definitions are components of science - document management.

2. Differences between office work and document management

Documentation support for management (DOE) covers the issues of documentation, organization of work with documents in the process of management and systematization of their archival storage.

Documentation is the creation of documents, i.e. their compilation, execution, approval and production.

Office work: a set of measures for documentary support of management (DOE) of an enterprise or organization. It is sometimes said that the preschool educational institution is the main function of office work.

Organization of work with documents - ensuring the movement, search, storage and use of documents.

Systematization of archival storage of documents - determination of the rules for storing information created in the organization, its search and use to support managerial decision-making and business procedures.

Document flow - the movement of documents within the framework of the DOW.

Business procedure - a sequence of certain operations (works, tasks, procedures) performed by employees of organizations to solve any problem or goal within the framework of the activities of an enterprise or organization.

The electronic archive solves the problems of systematizing the archival storage of electronic documents within the framework of the DOW.

Business procedures are responsible for the conduct of business or the performance of an objective function and are the way in which the practical management of enterprises and institutions is carried out.

3. What is an electronic archive?

In Russia, the term "electronic archive" is one of the national features of Russian electronic office work (as well as the triumph of the ideas of text recognition scanning). In the West, the term "datawarehouse" (data warehouse) is more popular. In our country, apparently, data is mainly understood as the contents of documents and records in the database. Hence the popularity of the clerical term "archive".

In office work, the archive is responsible for organizing the storage of documents and is one of the three main office tasks: creation, processing technology and systematization of documents. We often hear that a certain “archive system ideally solves the problems of document management”. This cannot be, because documents are moved (the essence of workflow) as part of solving all three tasks, and not just as part of the systematization of archival storage.

4. Office work and business procedures

The difference between office work and business procedures is easiest to show with a real-life example. For example, a simple business procedure for selling a product to a customer might look like this:

the customer calls the company to place an order;

the order is registered in the customer database;

an invoice is issued for the goods;

the account is transferred to the accounting department;

the accounting department receives money for the goods, which is recorded in the accounting system;

the goods are shipped from the warehouse, which is noted in the warehouse database;

an invoice and an invoice for the goods are issued;

the goods are shipped to the client;

Invoice and waybill are transferred to the accounting department.

Difference between office work and business procedures

In this business procedure, items 3 (create invoice), 4 (transfer invoice), 7 (create invoice and invoice), and 9 (transmit invoice and invoice) are related to the workflow. If sales are more complex, for example, if there is a formal internal relationship between the sales department, the warehouse and the accounting department, then additional procedures may appear in office work.

Thus, clerical operations are, as it were, woven into business procedures where they need to be accompanied by documents. In some cases, this is especially typical for government organizations, business procedures may consist exclusively of office operations. This implies the main difference between office work and business procedures, which consists in their functional difference: office work is responsible for documentary support of enterprise management; business procedures - for doing business or performing a target function and are a way of implementing the practical management of enterprises and institutions.

In all cases, office work includes documentation of business procedures.

Another, no less important, national specific feature is the long-standing and clear separation of the concepts of "clerical work" and "business procedures". Perhaps this is due to the fact that document science, as a science that studies documents, was born at the beginning of the 19th century. in the bowels of the Russian state apparatus. In addition, both then and now we have much stricter legislation, unlike most Western countries, requiring clear documentary evidence of all steps in almost any area of ​​enterprise activity. For example, contracts must be stamped, information in databases is not official, electronic documents are not considered legally valid, etc.

Accordingly, an additional difference between automation products and technologies in the West and in Russia is that solutions for Russian enterprises should take into account the presence of paper documents in office work to a much greater extent and, paradoxically, offer a less rigid scheme for automating business procedures. This thesis, perhaps, requires a more detailed explanation.

1. 2 Western office automation systems in Russia

The main solutions for office work and business procedures can be roughly divided into four main categories (not including tools for creating documents and data warehouses):

workflow systems (automation of business procedures);

groupware systems (teamwork);

document management systems (mainly provide registration, storage and retrieval of documents);

e-mail systems (serve for the exchange of documents).

Now this division is rather arbitrary due to the fact that, for example, Lotus Domino combines all these and some other technologies. In addition, each of these technologies (except, of course, e-mail, whose popularity in business from the very beginning was approximately the same as that of document creation tools), fashionable in the West 2-3 years ago, gave way to the new concept of collaboration & messaging ( "collaboration and messaging").

The thing is that automating business procedures and teamwork is, in principle, very difficult. First, no one has yet come up with universal rules for running a successful business. Each organization is absolutely unique in this respect. In addition, within the framework of an automated procedure, it is not always possible to adequately respond to emergency situations, from the occurrence of which no one, of course, is immune.

The most rational way to automate business procedures is reasonable to recognize the following: “Do not try to program the behavior of employees for every possible situation, but instead create a common information environment for them, within which they can cooperate (i.e. jointly solve business problems) and exchange messages." Therefore, the most important element of automation of preschool educational institutions are e-mail systems.

There are two main challenges that need to be addressed to increase demand for office workflow solutions. Firstly, to explain the importance of improving and automating the documentation support of management (office work), and, secondly, the effectiveness of improving and automating business procedures.

While the second task is more or less clear, the first should be considered in more detail.

1. 3 Three sources and three components of DOW

How to automate office work?

It may seem incredible, but to automate such a seemingly simple subject as working with documents, you have to use the latest technological advances:

database management systems;

systems for searching documents and analyzing texts;

systems for scanning and recognition of documents (printed and handwritten);

a client-server environment;

· Internet/intranet.

It should be noted that in the modern world, very few solution developers use all these technologies at once. As a result, users often receive eclectic solutions from different vendors, which significantly increases the cost of purchase, implementation and operation, and also reduces the quality of the system in operation. When choosing office automation systems and business procedures, pay attention to their quality and suitability for your tasks individually and as a whole (ie integration). It is also necessary to take into account the positioning of the versions of the offered products.

A feature of the Russian computer market is its increasingly clear division into two large areas, one of which covers home users and small offices (1-25 computers), while the other covers corporate clients, medium and large companies and institutions (25 or more computers).

While home users prefer to install the best software for free, medium and large companies are mainly concerned with improving the efficiency of their existing computer systems and are willing to pay for products and related services.

It is clear that a solution for home users should not be expensive and should take into account the growth in popularity of working on the Internet to a greater extent than the problems of office work.

A record keeping solution for corporate users must be based on modern record keeping methodology in Russia, client-server technologies, Internet/intranet, e-mail, scanning and recognition of paper documents, mass and prompt document entry, search and retrieval of documents, and be able to use various DBMS and be easy to use and administer.

An enterprise business process automation system has similar requirements: it must be based on the concept of “collaboration and messaging”, apply e-mail, client-server, Internet / intranet, scheduling and logging technologies, be able to work with various DBMS and be easy to use. and administration.

1. 4 Prospects for the Russian office automation industry

With the development of market relations and the change in ownership in Russia, there is a steady demand for solutions in the field of automation of work with documents and business organization. There are a number of reasons for the huge potential demand for office automation software and services.

Absolutely all organizations and a large number of individuals work with documents.

Almost every organization faces problems in office work, even if we are not talking about its automation: documents are lost, not controlled, not executed, etc.

By improving record keeping, enterprises and organizations get a real chance to improve the quality of their management, which is one of the most urgent tasks of the modern Russian economy.

The qualifications of secretaries and persons responsible for record keeping in organizations are insufficient and require an increase in its level.

User requests for improvement of office automation programs and their integration with numerous workstations, information and application systems are extremely high.

A number of national features in record keeping, language and culture do not allow the use of Western off-the-shelf application solutions.

Chapter 2. Problems of improving the documentation support of management in modern conditions

In the current socio-economic situation, in the context of the search for optimal ways of informatization of society and Russia's entry into the global information space, the solution of the multidimensional problem of document management support (DOE) is of paramount importance, with the help of which the processes of documenting, organizing documents and workflow acquire a normative or orderly character. Documentary, legal, economic, organizational, personnel and other aspects should be recognized as priorities today. It can be stated with certainty that the problem under consideration contains both historically inherited characteristics and new ones associated with fundamental technical and socio-economic transformations in the field of documentation. The study of the organization of information interaction between state and non-state structures of the federal, "subjective" and other levels of government needs special attention. Insufficient scientific and theoretical development and lack of due state attention to the creation of a conceptual framework and the development of unified approaches to the organization of preschool educational institutions entail various negative consequences, in particular, separation from international rules and technologies, inefficiency and insufficient value of stored information resources, etc. The multidimensional, interdepartmental nature of the problem requires the appropriate organization of fundamental and applied research and development, their coordination and fixation.

2.1 Main directions and results of ongoing work

At present, work on many aspects of the DOW problem, including document management using modern information technologies, which in practice is often called automated document management, is uncoordinated, mainly in the following areas:

development of unified regulatory and methodological foundations, principles and rules for documenting information and working with documented information (VNIIDAD - Rosarkhiv). A version of the GSDOU and other regulatory and methodological documents has been developed; financed by the Ministry of Science;

standardization and unification of documents (Rosstandart, Rosarkhiv, Roskomstatin, sectoral ministries and departments); financed by the budget of ministries and departments;

development of all-Russian classifiers of technical, economic and social information. The work is carried out under the federal target program "Reforming statistics in 1997-2002." Center for Economic Conjuncture under the Government of the Russian Federation;

ensuring information security and protecting information from unauthorized access. The relevant federal target program is under development and approval. These works are coordinated to a certain extent (FAPSI and other national bodies);

developments related to the implementation of the "Concept for the formation of a single information space and relevant state information resources", approved by the decision of the President of the Russian Federation of November 23, 1995 NP-1694, and the "Concept for the formation of a single information space of the CIS countries", approved by the Council of Heads of Government of the CIS 18 October 1996

The Federal Law "On Information, Informatization and Information Protection" (February 20, 1995 N24-FZ) provides for the Government of the Russian Federation to bring the current regulatory legal acts in line with the law and adopt other acts that ensure its implementation. In connection with the adoption of the law on informatization, as well as fundamental changes in the socio-economic situation in the country, an urgent need is to update the entire complex of regulatory and methodological support for the organization of work with documented information at various levels of state, public and economic management. Conducted in 1996-1997-2002 at the initiative of the Office of the Administration of the President of the Russian Federation, with the participation of VNIIDAD and other scientific institutions, studies of the state of documentary support of the governing bodies of the Russian Federation, related to the development of a concept for the further improvement of preschool educational institutions, adequately reflected:

imperfection of the current document management system, information resources as a whole, which is the result, first of all, of the uncertainty of the organizational and legal status of this function, its underestimation;

non-compliance with the needs of the time of scientific and methodological documentation management, based on developments that do not go mainly beyond the early 90s;

backlog of document management developments of a normative and methodological nature from the pace of development of information technologies and changes in information carriers, in the absence of requirements for the technical equipment of management bodies and processes for documenting and promoting documented information along the "vertical" and "horizontal";

imperfection of the processes of formation, processing, current and archival storage and use of documentation of governing bodies;

insufficient attention to the staffing of documentation management in the governing bodies.

One should not think that these problems are exclusively Russian problems. The entire business world is concerned with similar problems. For example, a 1996 English study showed that almost half of the British institutions surveyed had major problems in the area of ​​information and documentation. In these institutions, the system for searching for the necessary documentation is poorly established. 77.6% of managers of various ranks admitted that they are looking for information on their own, and only 18% turn to assistants and secretaries for help. It is unlikely that this situation illustrates effective management. The loss of real knowledge of the regulatory requirements for the organization of documentation processes developed in the 70-80s, fundamental changes in the relationship between the center and the subjects of the Federation, changes in the forms and methods of management activities, a significant renewal of the personnel of the management apparatus make it necessary to make a decision at the government level on the appropriate comprehensive target program . A comprehensive target program should provide:

raising the status of the main regulatory and legal provisions for document management;

establishing uniform principles and requirements for organizing work with documentation in government bodies, taking into account differences in ownership forms, their levels and technologies used;

unification and standardization of the composition and form of presentation of documented information;

development of standard information technology processes and management procedures that ensure the reliability, completeness, safety and protection of information;

realization of the right to information of legal entities and individuals;

increasing the level of preparedness of employees of the management apparatus in the field of basic, fundamental provisions of the preschool educational institution and archiving.

The most important result of the work on the program should be, in addition to solving the actual documentation problems, also the regulation of the procedure for licensing and certification of preschool educational institutions, automated documentation and archival technologies, and the procedure for accessing information resources. It is expedient to give the appropriate functions to the Rosarchive. The development and implementation of a comprehensive target program will require relatively low costs for research and development work, which may involve the organizations of Rosstandart, the Ministry of Labor of the Russian Federation, the Ministry of Education and the Ministry of Science of the Russian Federation, the Federal Archival Service of Russia, the Russian Academy of Sciences and a number of other organizations, having significant experience of cooperation with the Federal Archives in the development of relevant standards. Coordination of work on the preparation and organization of the implementation of a comprehensive target program seems appropriate to entrust to the Federal Archival Service of Russia and its head All-Russian Research Institute of Records Management and Archiving (VNIIDAD). The introduction of the results of the development of a comprehensive program, uniform norms and rules for organizing work with documentation in the conditions of modern information technologies will significantly improve the quality and efficiency of preschool educational institutions at all levels of management, will improve the quality of acquisition of the archival fund of the Russian Federation.

2.2 The main problems of preschool educational institutions and directions for their solution

a) The need for a law on documentation

The Law on Documentation of the Russian Federation should play a fundamental role in solving the problems of preschool educational institutions. The law will make it possible to formalize the general principles and the most significant provisions of documentation support, including the obligation to document the activities of all organizations, the forms and methods of documentation, electronic documentation, the exchange of documented information to meet the needs for documentation of subjects of law, and measures of responsibility for violations. The law should become a fundamental regulatory framework that will not only resolve many contentious issues of electronic document management and electronic archives, but also to a certain extent determine the directions and further prospects for the development of automation of preschool educational institutions. The adoption of a law on documentation is an urgent task for the near future.

b) Necessity of state legal acts

It is also extremely important to develop state legal acts that establish norms (standards, rules) for record keeping, documentation and measures of responsibility for their violation. First of all, this is the project of the State Documentation Management System (GSDOU) developed by VNIIDAD. GSDOU is one of the fundamental federal acts containing a set of requirements and regulations that contribute to the development of unified approaches not only to traditional, but also to automated document management - information management. The basic provisions of the GSDOU in the field of automation of documentation, workflow, information retrieval systems (IPS), storage, use, implementation of automated information technologies based on the use of Russian and international information classifiers, under certain conditions, will allow to combine the hardware and software documentation tools used in different departments and processing of documentary information, will contribute to the informatization of organizations, territories, industries. The most important of the conditions for the active use of the GSDOU is to give it the highest possible legal status while at the same time assigning responsibility for its use to one of the federal executive bodies, in this case, the Federal Archives and its subordinate organizations.

c) The need for standards

The solution of technological problems of documentation is facilitated by the developed VNIIDAD and approved by the State Standard of the Russian Federation GOST 6.30-97. "USD. ORD system. Requirements for paperwork." The standard, presenting requirements for the unification of the elements of documentation, greatly facilitates the creation of standard, unified and unified processes for both traditional and automated documentation, storage and transmission of documented information. Of exceptional importance is also the subsequent development and maintenance (updating) of all-Russian classifiers of technical, economic and social information, incl. forms of management documentation at the level of departments, enterprises and organizations. The question is, do we not suffer from the desire, due to our "historical" addiction to bureaucracy and administration, a tendency to centralization, to take the sphere of administrative documentation under state control? To answer this question, we turn to the experience of other countries. The United States of America has had the Federal Records Management Act since 1976. The term "Document Management" means the planning, control, direction, organization, training, promotion and other administrative and management activities involving the creation of documents, their storage, use and the ability to dispose of documents. In 1980, the "Law on the reduction of work with documents" was adopted, aimed at creating a unified legal framework in this area of ​​administrative activity. The US National Archives has a powerful unit that is in charge of records management. Let's take European examples closer to us.

England: Since 1985 there has been a government program to improve records management. Under the Cabinet of Ministers, there is a second administrative department, which, together with the State Archives of Great Britain, with appropriate financial support from the Government, deals with the management of documentation at a modern technical and technological level. In Germany, where, as we know, federalism is elevated to the principle of state structure, on 06/21/95 the government approved a centralized system of office work on the basis of general rules for the work of federal ministries. German document specialists and archivists regard this fact as their great victory, which required long-term efforts of the staff and leaders of the Bundesarchiv. Moreover, this legal act is not the first in the history of Germany. Since 1926, the "imperial law on the general procedure for office work" was in force, and in 1958 the "Law on the general procedure for the work of federal ministries" was created. It is interesting that the developers of the modern office work system in the federal ministries of Germany set one of its main tasks to create a unified nomenclature of cases for federal ministries and counter the temptation to abandon strict systematizing schemes for grouping and encrypting documents through modern computer technology. This list could be continued with other examples from the legislation, for example, the Czech Republic, where the law on archives 1994/1997-2002. the obligation of all organizations, regardless of the form of ownership, is clearly written to keep documentation in order, take care of its accounting and storage. A similar norm is written in a similar legislative act of Belarus and other countries. One can also recall the experience of Australia, where for the first time in the world in 1996 the National Document Management Standard was adopted, which contains recommendations for working with traditional paper-based documents and with modern electronic documents.

2.3 Typewritten documents

Recently, the tasks of organizing the streamlining and regulation of state and departmental storage of documentation on non-traditional media have also become increasingly important, which are still being solved at the empirical level in individual institutions and are practically not regulated by national norms. As before, an important task is to interface the hardware-software environment, editorial software and other means of documenting and processing document information. The coordination and interfacing of these systems and documents should be the subject of the closest state attention, as they significantly affect the capabilities and effectiveness of an automated preschool educational institution. Unresolved, in particular, issues of electronic legal attribution of documents prevents the organization of electronic documentation, document management, storage and protection of information from unauthorized access. Of course, we cannot ignore the problem of electronic, or rather machine-readable documents.

First of all, why is this problem of such concern to us as specialists? Of course, the element of novelty plays its part; like any new, electronic document and new information technologies, the computer itself, are perceived as things that have a serious impact on changing work technologies and the need to master them. Not all employees are equally ready for change and welcome it; hence the increased attention to the topic. Further. Unfortunately, when considering the problem, the vast majority of the participants in the discussion forget about the history of scientific and technological progress. We use the telephone, telegraph, teletype, radio communications, television, fax machines, cable networks, satellite communications, etc. in our work, often not thinking about the fact that at one time each of these technological achievements had no less number of different kinds of problems. complicating their implementation in practice. Previous technical advances have played a huge role in the development of management in terms of engineering and technology, and the same will happen with electronic documents. At the same time, it is impossible not to say about the features of the subject under discussion. The specificity of machine-readable data is that we cannot perceive them in the physical form in which they are stored on the media. Electronic documents are very dependent on the technology, format and standard within which they are created. Only after going through a series of procedures provided, the data appear in a user-friendly form (in printed form, on the monitor screen, etc.). Hence the terminological differences observed both among scientists and among specialists and practitioners. In one case, an electronic document is understood as a machine medium, in another - a separate file on this medium, in the third - a printout on paper, in the fourth - a kind of "matrix in the computer's memory". In many cases, the document is taken as a screen image, including received by e-mail, from the Internet and other networks. It should not be overlooked that in the term under consideration, not only the first word "Electronic", but also "document" matters. The concept of a document has already been sufficiently defined and, despite the options, has a number of common mandatory components: fixing information on a carrier, the ability to save and transmit over time and at a distance, the ability to serve as evidence. Therefore, before dealing with the technical and technological problems of electronic documents, it is necessary to solve terminological problems, problems of a legal nature in relation to a machine-readable document. The next step is the standardization and unification of new information technologies. And all this requires serious scientific study, a special formulation of a scientific topic on a national scale, as is done in the EU countries and other developed countries.

2.4 Automation of preschool educational institutions

The problem of electronic document management, automation of preschool educational institutions is closely related to the problem of an electronic document. At present, various companies have developed and implemented a large number of automated document management systems (ADMS), characterized by specific approaches and computer-communication means of implementation. Unfortunately, there is no unified terminology in these developments. The products of developer firms bear such names as: a document management system, a computer system for office work and workflow automation, an office management system, a distributed document management system, an electronic archive, etc. The diversity in the names of developed and developed systems only indicates that today this area of ​​the information market has not yet taken shape as an independent segment, and in some cases, ASUD products appear as related developments or a by-product in solving other more complex tasks. However, the number of ASUDs is growing quite rapidly. Approximately 30-40 companies regularly participate in DOCFLOW conferences and offer their developments to consumers. These are, of course, the largest developers who set the level of technical and technological solutions. It is also known that many ASUDs are developed individually for internal use and are not put on the market. Unfortunately, in this sector of the information industry, despite the obvious need, there is no well-established system for monitoring developments that appear on the market, and there is also no well-functioning system for their licensing and certification. Rare are reviews by experts on systems of this type in leading computer and information publications, not to mention publications for office work and archives. The latest published reviews are commendable, although the criteria range, performance indicators, and the terminology used are not optimal from the point of view of the theory and practice of document management. None of the systems participating in the comparative analysis is tested for compliance with the current standards and rules for working with documents, the costs of implementing a particular system are not compared with the direct and indirect benefits received (not to mention the economic effect). Obviously, this work should be done by independent experts, such as VNIIDAD, for a more qualified assessment of the merits or demerits of a particular automated control system.

Development principles and selection criteria for automated control systems

Let's try to consider the main trends in the development of ASUD. First of all, we note that in order to create a full-fledged product, it is the systematic approach that is important, which allows, after the implementation of the ASUD, to talk about a comprehensive solution to the problem of documentary support for management in an organization. The second characteristic of the system - is it a specialized system or a general-purpose system? That is, is the system designed specifically for the preschool educational institution, or, along with other purposes, can it be adapted to perform (or simultaneously perform) the tasks of the preschool educational institution? Thirdly, the cost of the system and the scale of the organization in which it can be applied, the volume of workflow are important for the consumer. When choosing the necessary system by consumers, first of all, it should be taken into account for what type of management structure the ASUD is selected. In our opinion, we can distinguish the following categories of consumers:

complex hierarchical structures (ministry, agency, corporation, bank, etc.);

territorial authorities (administrations of cities, subjects of the federation, municipalities, etc.);

commercial and non-profit organizations of the middle and lower levels.

Of course, the above systematization is conditional, but it mainly absorbs the main types of consumers of automated control systems. For each of these consumer groups, there are a number of proposals. For example, the developments of the companies Electronic Office Systems, Vest, Ankey, Lanit and others are intended for ministries and departments; Most of the developments are intended for consumers of the third category of organizations. Here you can pay attention to the products of Intertrust, IT, Optima, Centerinvestsoft and others. One of the products that meets almost all the requirements of office practice is the Delo-96 system and its subsequent modifications developed by the Electronic Office Systems company. This system meets the traditions of domestic office work and takes into account the existing regulatory and methodological requirements for such systems. A somewhat different approach to the design of automated control systems was chosen by Inter Trust specialists, who use Lotus technologies in their developments. In a wide range of developments of the company, a worthy place is occupied by systems of documentary support for management. The first product of the company in this direction was the documentary support system "Office Media". The set of databases "Office Media" works in the Lotes Notes environment and provides automation of office work and organizational and administrative activities of enterprises and organizations. The users of the system can be such departments of state and commercial structures as services: documentation support, control over the execution of documents, information support for external contacts of the organization, personnel management, sales and marketing management, and others. Inter Trust's new word is the newly developed so-called "corporate electronic document management and office automation system". Another example of ASUD is the development of the Granit-Center State Research and Production Enterprise of the Grand Doc organization's automated document management and office work system, which is quite well known in Moscow municipal government structures. The purpose of the system is to automate the main processes of processing documents: accounting, fixing the path from registration to write-off to the case, control of each stage of the consideration of the document, obtaining background information about documents, analysis of the organization's workflow. The use of original document processing technology helps to more rationally manage document flow in the organization and provides monitoring of performance discipline.

Requirements for a Document Management System

It is possible to formulate certain requirements for a modern document management system in an organization. First of all, the ASUD must perform all the tasks of documentary support for management in full: preparation of documents, their registration, control over execution, search for documents, their storage and reference work on an array of documents. The system should be built on uniform methodological principles, software, hardware and technological solutions and within the framework of the current organizational and legal conditions in the form of domestic legislation, state standards, instructions and requirements. The ASUD should ensure the full use (integration) of the accumulated information resource and implement the principle of a single input of information and its multiple use both documentarily and in fact. The system should also help administrators choose the routes of movement of documents within the organization, providing the necessary degree of protection of information from unauthorized access. The automated control system in modern conditions should be able to expand by certain components (the number of technical devices and technologies, the number of documents (amount of information), the number of users) and be able to adapt within reasonable limits to changing user requirements.

2.5 Organizational and staffing

The task of organizational and personnel support for solving the multidimensional problem of preschool education remains relevant. To a large extent, this task can be solved by a system of advanced training of specialists and the development of appropriate educational standards (programs). It is expedient to create a basic center for advanced training at VNIIDAD, as well as to strengthen the professional association of document specialists in the section of document management and office work of the Russian Society of Historians and Archivists.

The role of the state archive

The issue of strengthening the coordinating role of the Rosarchive and its structures as bodies responsible for the state of management documentation, ensuring its safety, scientific and practical use is also of paramount importance, including through a more accurate definition of the competence and powers of the Rosarchive in coordinating research work in the field of DOW, as well as other federal authorities in relation to the ordering of their own documentation; compliance with applicable regulations; ensuring the timely transfer of documents of a permanent storage period to state archives, ensuring that documentation management in institutions and enterprises of its system meets the standards.

Conclusion

The organization of work with documents is an important part of the management processes and management decision-making, which significantly affects the efficiency and quality of management.

The process of making a managerial decision includes obtaining information; its processing; analysis, preparation and decision making.

These components are closely related to the documentation management. To obtain an economic effect, first of all, the quality of information is important, which is determined by its quantity, efficiency, degree of complexity and cost. If the enterprise does not have a clear work with documents, then, as a result, management deteriorates, since it depends on the quality and reliability, the efficiency of receiving and transmitting information, the correct setting of the reference and information service, and the precise organization of the search, storage and use of documents.

There are three main tasks to be solved in office work (DOE).

Documentation (drafting, execution, coordination and production of documents).

Organization of work with documents in the process of management (ensuring the movement, control of execution, storage and use of documents).

Organizing the archive of documents.

Why is it vital for organizations to improve DOE?

Because the documentation support of management has a direct impact on the quality of managerial decision-making. Unfortunately, at present, the documentation support for the activities of Russian enterprises is carried out mainly spontaneously, without taking into account the existing regulatory framework and the rich experience in improving the preschool educational institution accumulated in Russia over the past 175 years.

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