Work with documents is important in any company and any institution. In order to streamline this process, in 2009 the government approved the rules for office work in federal executive bodies No. 477 (hereinafter the rules). Consider the basic principles of this process, as well as the types of documents, according to the rules, in the article.
A bit of history
Russian office work developed in 3 periods. This is a pre-revolutionary time, in which there appeared an order, college and executive office work; USSR, when it was developed a unified state. system and there was a transition to management documentation; modern office work.
The paperwork considered in the article appeared as a result of the reforms of Alexander 1. The highest state institutions then were the Senate, the Committee of Ministers, the State Council and the Council of Ministers. Their activities were based on collegiality.
Together with the formation of ministries, an impetus was given to the development of a management system of office work. The organizational structure began to be of the same nature, management decisions were made individually by officials within the limits of their competence. The principle of hierarchy was also laid down, in which functions were distributed in strict accordance with the duties of officials of certain units. All this had a great influence on the clerical work of ministries.
Executive record keeping yesterday and today
Prior to the adoption of the rules, a standard instruction on enforcement proceedings was in force. However, it was approved by the Ministry of Culture and Mass Communications in the Russian Federation, in contrast to the Rules issued by the Government of the Russian Federation. I must say that the Rules were the first document on office work, which was adopted at such a high level.
These Rules apply to the following structures:
- The ministries, services and agencies of the federal level led by the president, as well as structures that are subordinate to these ministries.
- Ministries led by the government, as well as subordinate structures.
- Services and agencies at the federal level led by the government.
Also, these rules apply in relations between regional and municipal authorities. In this case, the document provides for such widespread use legally. And the earlier clerical instruction in executive bodies was directly intended only for federal bodies, but was actually applied everywhere, even by non-governmental organizations.
Section 6 of the Rules states the availability of mandatory data about the document, which should be included in the electronic document workflow, as well as search and accounting (more on this below). To optimize the procedure in separate units, methodological instructions for office work in executive bodies are developed. In them, all processes are concretized.
Often, government agencies need to correspond with other bodies, as well as with legal entities and individuals. To this end, they are guided by the provisions of Government Decision No. 221 “On the Approval of the Rules for the Provision of Postal Services”. These rules are especially required if, for one reason or another, the addressee seeks to evade information.
Decor
With regard to the Rules of clerical work in executive bodies, the following should be clarified. They do not apply to those documents that contain information about state secrets. In relation to the latter, other instructions apply.
The clerical work of the federal executive bodies with other documents is recorded in the corresponding instruction, which the state body develops on the basis of the Rules, taking into account the specifics of its activities. The instruction is approved by the leadership of the state agency in the field of archiving.
How documents are created is described in Section 3 of the Rules. So, they repeat certain provisions that are specified in GOST R 6.30-2003 "Unified documentation systems." Relevant documents should be drawn up as follows:
- On the forms. They contain details in the upper left corner of the sheet, if the corner option is used or in the middle along the top field when using the longitudinal option.
- On standard sheets A4 or A5.
- As electronic documents.
Documents that are executed on standard sheets and forms have margins of 20 mm and 10 mm.
Basic information in documents
The list of details that should be contained on the form, as well as other information include the following data:
- Coat of arms of Russia.
- The name of the state structure.
- The position of the one who put his signature.
- Official.
- Type of document.
- Place of publication.
- Reference information on the executive state structure.
- Destination.
- Date of preparation.
- The number given at registration.
- Document's name.
- Text.
- Enumeration of applications.
- Vulture on approval and approval.
- Visa and stamp or certification of a copy.
- Information about the artist.
- Mark about the control.
- Performance Mark.
- A note that the document contains confidential information.
Coordination of documents is carried out through the sight of an authorized person. If it is formed directly in the executive state body, then coordination is carried out with other government agencies, after which a corresponding sheet, protocol or letter is drawn up.
Workflow
The workflow of executive office work consists of the following documentation:
Sending and delivery is carried out by mail, electronic communication or courier communication.
Incoming documents
The following manipulations should be carried out with incoming documents:
- Initial processing, in which delivery is checked, the availability of documents, their distribution according to the principle of the need for registration or lack thereof.
- Registration. Usually it is carried out on the same day as the receipt or creation of the document.
- Its consideration by the management of the executive body.
- Transfer to an official for the purpose of enforcement. If there are several executors, then the document is transferred to the responsible person, and copies are sent to the rest.
- According to the results of the execution, the placement of the document in the case.
If we are talking about documents in the form of citizens' appeals, then they are considered separately.
Outgoing and internal documents
The documents created after their conclusion by the leadership of the executive state body are transferred to the service that deals with office work. There they are checked for correct design, completeness and compliance with the required number of copies. If it turns out that the document is not executed correctly, then it is returned. Registration is carried out after signing or approval - on the same or next day. Dispatch is made at the same time.
Documents are transferred between departments through the use of office services. The service also summarizes and analyzes data on the number of incoming, compiled and outgoing securities, and submits them to management.
Documentary Fund
In the process of clerical work, a documentary fund is created in the federal executive bodies, which consists of documents generated in the corresponding period. Their list is developed and agreed with the state agency in the field of archiving.
Creation of a documentary fund is carried out by the appropriate service through the formation of a nomenclature of cases, their execution, preservation, recording and transfer to the archive. Work with the nomenclature is carried out in the following sequence:
- Drawing up on the basis of the affairs of the departments of the executive state body. Unit names are the names of the respective sections.
- The approval by the main expert commission of the executive body, as well as its leader during the year, the entry into force from the beginning of next year.
- Once every 5 years, coordination with the expert commission of the archival department, where the case is transferred for permanent storage.
- Coordination with the expert commission of the archive when changing the structure and activities of the executive state body.
Issuance of cases
Cases are formed in accordance with their nomenclature and compliance with the rules of systematization of documentation, their grouping for storage of temporary (up to ten years or more) or permanent type. Prior to the transfer of files to the archive for storage or destruction, in accordance with the Rules of record keeping in federal executive bodies, they are kept in the unit at the place of their creation.
Cases can be handed over to employees for temporary use. The period is set by the head of the executive structure. After the indicated period they should be returned to the archive. If the request comes from other state bodies, they are issued with the permission of the head of the executive state body or his deputy, whose competence is to resolve such issues.
In some cases, with the permission of the head, documents may be removed from the files of permanent storage. In this case, a copy is made, which is certified in the prescribed manner, and an act is compiled on the reasons for the extradition.
Cases are transferred within the time limits established by the Rules. In case of permanent or temporary storage for more than ten years, they shall be transferred not earlier than a year later and not later than 3 years from the date of use or storage in the respective units. Cases are transferred to the archive by inventory and by personnel. But cases of temporary storage up to ten years are not transferred to the archive, but destroyed. The inventory is compiled on the basis of the list of cases.
The formation of the nomenclature, inventory, their execution and the destruction of temporary storage cases is determined by the state agency.
Electronic documents
In the state executive bodies, in addition to the standard, paperwork is carried out in electronic format. Such documents are signed using electronic digital signatures, which are applied on the basis of the Law on Electronic Digital Signature No. 1-FZ.
Reception and sending of such documents is carried out by the executive office management service. After receiving these documents, the service verifies the electronic digital signature for authenticity. When electronic documents are submitted that have been submitted to the management for consideration, as well as when they have been sent to units and by executors, registration information is also transmitted. During their consideration and approval, methods of confirmation of actions with electronic documents can be used when the corresponding signature is not applied.
Accounting is carried out in an electronic document management system in which an electronic document is considered a unit. Completed documents are systematized in the case, according to the nomenclature. When compiling it, it is indicated that the case is being conducted in electronic format.
Storage and destruction of electronic records
After the final stage of paperwork in the federal executive bodies (for the execution of documents) they are stored for the period that is provided for similar paper documents. After the deadline expires, they are subject to destruction. This process is carried out on the basis of the act of the head of the executive state body.
What information should be provided when accounting?
The following information is used to quickly search and record electronic documents:
- Information about the addressee and addressee.
- Information about the official who put the signature.
- Type of electronic document.
- Date and number.
- Date of receipt and registration number.
- Link to outgoing number and date.
- Name of the text.
- Index.
- Forwarding Information.
- The number of sheets.
- The number of applications.
- Performance Instructions.
- Information about the artist.
- Indication of confidentiality.
Conclusion
Clerical work in executive bodies is currently carried out on the basis of the relevant Rules adopted by the Government. According to them, documents are incoming, outgoing and internal. Each of them is compiled in accordance with established principles on letterhead sheets of a certain format or in the form of electronic documents, and has all the necessary information sufficient for quick identification, accounting and search.