Documents exist for a long time.They appeared along with the script. The key functions of documents are recording and subsequent transfer of information, recording of information and their preservation. In the implementation of these tasks, various, including official documents are used. The areas of public life in which they are used are the most diverse.
Classification
As mentioned above, different areas of life are used in different, including official documents. What kind are there still media?Papers can be personal. Such documents are created outside of official activities or the performance of public duties. They include correspondence, diaries, memories.
Official document
RF - a country with a special government system. Legislation is in effect on its territory, branches of government, and government agencies are functioning. The main activity of the latter is official regulatory documents. These acts establish the order of functioning of institutions, the limits of their competence, duties, rights, and the responsibility of officials. Their creation is laborious and laborious. Job. Official documents there are laws, standards, rules, orders, orders and so on. Most of them have a managerial focus.
Types of papers
Depending on the method of fixing information, there are:
- Text Document. This is an act in which there is information of a speech nature. It is fixed by any recording system or any kind of letter.
- Electronic official document. it an act created and read using a computer.
- Typewritten official document. it an act, the creation of which is carried out using technical means.
- Handwritten official document. it paper in which marks are applied by hand.
These categories of acts are used in the activities of enterprises, authorities. Office services handle the processing and storage of documents.
Management papers
Depending on the attitude to the administrative apparatus of an enterprise or an authority, documents are distinguished:
- Inbox.
- Internal.
- Outgoing
Acts also differ in the level of access restriction. On this basis emit documents:
- The Secret. They are marked with a special bar. To work with such documents requires special permission.
- Simple.
- Office use. These acts are also marked with the appropriate stamp. They are used by employees of an authority or enterprise.
Degree of authenticity
On this basis, documents are divided into:
- The originals.
- Duplicates.
- Copies.
The original of the act - the first or onlycopy having legal force. The original is certified by a handwritten signature of the official, approved, stamped and has a registration index. In the original, there is a mandatory presence of information confirming its authenticity. For example, it can be information about the place, time of creation. Duplicate - repeated copy of the original. This document is also legally binding. It is issued in case of loss of the original. A copy is an act in which the information of the original is fully reproduced, its external features. However, it does not have legal force. A copy may have special details certifying its compliance with the original. In this case, it acquires legal force.
Storage and transfer method
For each official documentset your time in the archive. The acts may be permanent, temporary (up to 10 years) or long-term (more than 10 years) storage. The term is determined by the Federal Archive and is fixed in the list of documents. Depending on the transfer method, there are:
- Letters
- Telephone messages.
- Telegrams
- Faxes.
- Telexes.
- Electronic communications.
Content
Each official document is used for specific purposes. Management acts depending on the content may be:
- Organizational and administrative. These include, in particular, the statutes, regulations, orders, decisions, instructions, regulations, staffing, and so on.
- Reference and informational. This category includes telegrams, letters, explanatory, official, memoranda, acts, references and so on.
- Paper on the staff. These include personal files, orders, employment records, statements, contracts, resumes, questionnaires, specifications, and so on.
Structure
There are two components that make up the officialdocument. This is an informational and legal element. In the early 70s. in archival science was introduced a new concept. They became the term "document information". Under it should be understood public information or processed at the level of human thinking forms and types of various data and recorded on a tangible medium for processing and storage. Analyzing the existing definitions of the document, several approaches to its interpretation are highlighted. He is:
- Material object.
- Information carrier.
- Documented information.
Appointment
Document definitions used in practiceemphasize its informational essence. The act, displaying information, thus ensures their preservation and accumulation. At the same time, the document assumes the possibility of further transfer of information to other persons, its repeated use. Acting as a data carrier, it is an integral element of the internal organization of any firm, organization, enterprise. The information is used in making administrative decisions, used as proof of their execution and a source of generalization of information. In addition, the document serves as a material for reference and search activities. As part of management, it is the subject of labor and its result, since the decision is recorded and fixed in the act.
Requisites
They are mandatory elements present on each document. These, in particular, include:
- Name.
- Text.
- Date
- The resolution.
- Grif approval / approval.
- Addressee and so on.
Different acts present a different amount.details. Their number is determined by the purpose of creating the document, the requirements that apply to the content, purpose and other factors. In many documents the number of details is strictly limited. If any of the mandatory elements is missing or incorrectly indicated in the act, then it may be invalidated.
