Form of documents In institutions and enterprises, documents are drawn up on forms.
The wording of the resolution should comprehensively disclose to topics for personal narratives the executor the idea of the head. If the resolution lacks instructions on what and how to do, it means that the decision must be made by the executor. Resolutions such as « Please talk » « Please come to me » do not bring new information to the performer and it is inexpedient to use them.
Resolutions with specific instructions are transmitted by imperative or indefinite form of the verb and are addressed to subordinates. Example:
Urgently take measures to ensure … Inform applicants about the results and measures taken … Send urgently … Prepare a letter immediately …
The resolution is written on the front side at the top of the first page of the document. If this place is occupied by other requisites / for example, the addressee / resolution, the document is placed on any free space on the front side of the page except the fields. Example:
t. Sergienko VA Contact suppliers and prepare a response by 03.08.99 / personal signature /
Documents that need to be executed are taken under control. The left field of the first page is marked with the letter « K » / red, green, blue pencil / or rubber stamp
« Control ».
The note on execution and sending the document to the case contains the following data: a brief certificate of execution.
The word « To the case » indicates the case number to which the document should be filed, the date of execution and the signature of the executor or head of the structural unit. Fits in the bottom margin of the first page.
This property indicates that the work with the document is completed. It is located at the bottom of the first page.
Approved by the protocol of approval dated 12.04. 99. No. 8
To the case No. 03-12 18.04. 99 / personal signature / ZI Trokhin
An oral explanation was given and it was recommended to contact the factory that manufactures these goods directly. To the case №0418 / personal signature / VI Symonenko
The mark on the transfer of data to the machine media is affixed in the case when the information from the document is laid in the computer memory. It consists of the inscription « Information transferred to machine media » personal signature of the person responsible for data transfer, the date of transfer. Placed in the bottom field of the sheet between the performance mark and the receipt mark.
Form of documents
In institutions and enterprises, the document is drawn up on forms.
A form is a sheet of paper with details reproduced on it that contain permanent information.
The most common are forms of letters, certificates, acts, orders.
The use of forms in the preparation of documents increases the culture of management, provides information of an official nature, facilitates the perception, execution and further use of the document.
If the document is the face of the institution, the form is its business card.
The form can be printed in a printing house or stamped. The form must be executed perfectly: good font, well-thought-out text.
Each company must develop and apply two types of forms: for letters and for all other documents.
The production of forms is expedient if the number of documents of a certain type reaches 200 per year.
Small enterprises, in which the number of source documents is less than 200 per year, when processing documents can use instead of a printing form angular rubber stamps, the print contains the same details. State standards provide for both angular and longitudinal placement of details. The group of requisites and their permanent parts, reproduced on the form of the document in the form of a single block, is called the form stamp.
The form with a corner stamp is more rational as to the right of a stamp on a free place it is possible to fill in requisites « addressee ». The number of documents with this property is 85% of all organizational and administrative documents.
The angular version of the form is especially convenient on the day of the documents to be approved / acts, instructions /, because the stamp of approval is placed at the top right of the document.
Forms of documents are made on white paper in one color, mostly black.
September 26, 2011
Unification and standardization of management documents: basic principles. Abstract
Unification of management documents is inextricably linked with their further standardization, i.e. the transformation of unified forms or unified documentation systems into public documents within the state. such work, from conducting research to the development of actual standards and their methodological support, should be carried out on the basis of the relevant state program
Generalization of many years of experience in this area allows us to formulate the basic principles of unification and standardization of management documents:
achieving uniformity of documents within the system and comparability of their individual elements; reducing the number of types of documents; increasing the informativeness of documents; systematicity; complexity; stability of requirements; economic feasibility.
Achieving uniformity of documents within the system and comparability of their individual elements.
This principle is one of the most important, at least for the unification of organizational and administrative and some other management systems of documentation. Modern organizational structures use management documents with various forms of information, including traditional, graphic, electronic.
Therefore, this principle can be implemented through the use of a single source scheme for building documents. which are included in the system. modern computer programs allow you to combine traditional models of documents and process them using any technical means, so for such an initial scheme today you can take a sample form of organizational and administrative document included in the Unified system of organizational and administrative documents.
Another way to achieve uniformity of documents and compare their components is to determine the rules of the document as a whole and its individual details. these rules should also have minimal variability. since organizational and administrative documents are mostly textual, they should make wider use of standard texts or individual typed components, develop a single scheme for their construction, minimize vocabulary and simplify the grammatical tools used in the preparation of texts.
A characteristic feature of organizational and administrative documents is their versatility. which is manifested both in the documentation of the main management functions and within a certain level of management, so to ensure their greater uniformity it is necessary to establish uniform requirements for the design of documents. regardless of hierarchical management and departmental specifics.
Basic rules and requirements for creation. processing and use of organizational and administrative documents established by the State Standard of Ukraine 4163-2003 « State unified system of documentation. Unified system of organizational and administrative documentation. requirements for registration of documents ».
Reducing the number of types of documents. Organizational and administrative documentation consists of many types and varieties of documents that operate in the traditional records of all institutions. enterprises and organizations and is the object of constant improvement and rationalization.
The rapid growth of management documents is due, on the one hand, hierarchical subordination, and on the other-the need to document new areas of regulatory and methodological documents for the documentation of management.
In computerized management, the document itself is no longer a management tool: much more important is the information contained in the medium, its reliability and legal support. The use of any information sources for administrative purposes does not give grounds for legal reference to these sources, if they do not have legislative confirmation.
Increasing the informativeness of the document. The functions of modern management are constantly expanding. It is assumed that in the near future the amount of information sources used by society may double. Processing such volumes of information will require an increase in the same proportion of the number of specialists, which is economically impractical.
However, there is another, more accepted way to solve this problem, which is to eliminate the information overload of documents. The information contained in them should provide the solution of the maximum number of tasks with its minimum volume, which can be achieved by avoiding duplication of information both within one document and in related groups of documents of the same purpose.
Systematic unification. Unification of documents that make up a particular system of documentation requires prior definition of clear boundaries of the system as part of a common system of documents.
A systematic approach to the development of a unified system of organizational and administrative documentation involves the identification at the initial stage of the basic laws of formation of individual documents and the structure of the system. To do this, it is necessary to identify the main classification features of organizational and administrative documents with their subsequent justification. General classification of the scheme of grouping of administrative documents into the corresponding systems of fixing by the State classifier of administrative documentation (DK 010-98).
Thus, DKUD is one of the normative documents that make up the state system of classification and coding of technical, economic and social information in Ukraine.
Complexity of unification. When unifying documents within a particular system, all restrictions and requirements must be brought into line with the requirements and practices of paperwork in other documentation systems.
None of the document systems can function in isolation: they are closely interconnected, and in the practice of management have to deal with large volumes of documents belonging to different documentation systems. The effectiveness of management is significantly reduced due to the lack of uniform forms and rules of documents.
Stability of requirements. Unification of separate documentation systems is aimed at reducing the cost of ancillary work related to the search for the necessary information on paper-based documents in the preparation, adoption and implementation of management decisions.