Organization of work with documents

The organization of work with personnel documents has a special impact on the quality of the functioning of the administrative apparatus, as well as the formation and culture of labor of employees. The more professionally the work is conducted, the more successful the activity of the enterprise as a whole.

Internal workflow of any enterprise includes various activities for the preparation, maintenance, filling, copying, transmission of business information. As practice shows, about seventy percent of the time employees spend on these activities. It should be said that the organization of work with documents is becoming increasingly important. Today, this activity is considered one of the main factors of the competitiveness of a modern enterprise.

Organization of work with documents assumes a special approach to the received and processed business data, coordination of processes of formation and change of information distribution. Proper organization of work with documents reduces the search time, increases the accuracy, timeliness of data, eliminating redundancy.

Taking into account long-term practice, three main types of work with documentation were developed: mixed, decentralized and centralized.

The latter form provides for the concentration of a variety of existing structuring operations in the management of a single unit in the enterprise. Such a subdivision may be a general or personnel department, a chancery and so on. Documentation can be maintained by one person who is a secretary. In any case, the responsibility of the unit or one employee will include the implementation of a full cycle of processing activities from the receipt to the transfer to the archive department. These activities involve reception, processing of business information, registration, storage, control over execution, dispatch, reference and information operations, systematization before transfer to the archive.

Centralized organization of work with documents is considered the most rational, and in this regard, and more preferable. This is especially true in small businesses. When using this method of systematization of documentation, the costs of information processing activities are significantly reduced. In addition, the organization of labor of employees is substantially improved. With this form of organization of document circulation, office equipment is most effective, unity is achieved in the methodological and management activities related to the processing of documentation.

The opposite centralized system is the decentralized scheme. In this case, for each unit, its own service for working with documentation is being formed. In these units all operations are carried out autonomously. The decentralized system is more typical for those institutions and organizations that differ in a territorially disparate apparatus. In addition, this system of work is also suitable for those enterprises, the documentation in which differs in some specificity (for example, there is a need to ensure the protection of information).

The most common, meanwhile, form is a mixed system. In this case, a certain part of all operations (as a rule, for receiving and processing sent and received documents, storage, replication) is carried out in the central unit. In the structural departments of the enterprise, activities are carried out for printing (creating), systematizing, storing and preparing for delivery to the archive.

The choice of this or that scheme of work with the documentation is carried out in accordance with the structure of the enterprise itself.