Instruction on office work as a normative document

An official normative act that defines and establishes the procedure for the preparation and preparation of documents (and also for working with them) in any organization is the instruction on record keeping. It should be available at every enterprise, in every firm and institution. An instruction on record keeping is developed, without fail, on the basis of national normative and methodological documents. But, at the same time, it should reflect in itself the individual features of the office work of a particular organization, the composition of posts and documents, the structure of the service, the availability of archives and the degree of computerization of all records management operations. From this it follows that the instructions for the record keeping of a particular organization are always original and will take into account all the nuances and peculiarities of the composition and processing of documents inherent only in this structure.

When drafting this normative document for your company, you can use the standard standard instruction for office work, take from it the main points that are mandatory for everyone, and add items that need to be specified exclusively for your organization.

As a rule, the manual on record keeping includes general provisions, various thematic sections and various applications. General provisions specify the scope of the instruction, the regulatory framework and the responsibility for its non-compliance. Thematic sections contain information about the types of documents and the order of their registration, sighting, reproduction, certification and storage. In accordance with the specifics of the enterprise, this section can be significantly expanded. Depending on the changing working conditions and the introduction of new technologies, the thematic sections can be changed and supplemented. The annexes to the manual contain illustrated reference material: samples of forms, impressions of seals and stamps, document flow diagrams, as well as sample forms.

Instructions in some cases may be temporary (instructions for records management in the district court or in the armed forces). The temporary instruction on office work is approved for a certain period, for example, before the commissioning of a permanent. This is decided individually!

A well-written instruction on record keeping reflects the whole process of working with documents and the logical sequence of all technological operations. It regulates the activities of not only the office services, but also the whole administration apparatus. The instruction is approved and put into effect only by the order of the head of the organization and subsequently serves as a normative act on the basis of which all documents of the enterprise are drawn up and executed.

Correct statement of office work is an important condition for the proper work of the organization. The executors of the office work are obliged to fill out all the documentation in a qualitative manner, familiarize the new employees with the procedure and rules for filling in the forms, submit the reports on time and without errors, correctly and timely execute the tasks assigned, and start working immediately (immediately after receiving the incoming document or instruction). In the event that the head himself sets the priorities for the urgency of the execution of orders or documents, the work is carried out proceeding from this. In other cases, when a significant number of documents arrive, their processing takes place in accordance with the date of their appearance.