Normative and methodological base of documentation. Regulatory framework for office work A set of legal methodological and regulatory documents

Normative and methodological base of preschool educational institution- it is a set of laws, regulations, organizational and methodological documents regulating the technology of creation, processing, storage and use of documents in the current activities of an organization or institution. This base also includes the regulation of the activities of the preschool educational institution and other services of the management apparatus (staff, functions, structure, technical support and other aspects).

2.1. The composition of the regulatory and methodological base of the preschool educational institution

The regulatory and methodological base of the preschool educational institution includes:

Legislative acts Russian Federation in the field of information and documentation;

Resolutions and orders of the Government of the Russian Federation, federal executive bodies (ministries, committees, services, agencies, etc.), regulating the issues of documentary support of management at the federal level;

State system of documentation support of management (Basic provisions. General requirements for documents and services of documentation support (GSDOU - Order of the USSR Glavarkhiv No. 33 dated 05.25.88);

Legal acts of the bodies of representative and executive power of the constituent entities of the Russian Federation and their territorial entities, regulating the issues of preschool educational institutions;

Legal acts of a normative and instructive nature, methodological documents on preschool educational institutions of various organizations;

State standards for documentation;

Unified documentation systems;

All-Russian classifiers of technical, economic and social information;

Normative documents on the organization and protection of managerial labor of employees of the preschool educational institution;

Normative documents on the organization of archival storage of documents.

1.2 Legislation of the Russian Federation, legal acts of the President, the Government of the Russian Federation, federal executive authorities in the field of preschool educational institutions.

The basis civil law draws up the Civil Code of the Russian Federation, which establishes the types and varieties of documents created for the purpose of fixing acts of civil relations, registering the facts of their occurrence or termination, confirming legal relations, etc. For example, Art. 51 and subsequent Articles of Chapter 4 of the Civil Code establish the types of documents used in the creation, registration, reorganization and liquidation of a legal entity.

The Law of the Russian Federation "On Standardization" of July 10, 1993 No. 5154-I establishes the legal framework for standardization in the Russian Federation, mandatory for all governing bodies, and determines measures of state protection of the interests of consumers and the state through the development and application of normative documents on standardization and areas of management documentation.

the federal law"On Information, Informatization and Protection of Information" dated February 20, 1995 No. 24-FZ establishes that information resources (documents and arrays of documents) are objects of relations between individuals, legal entities, the state and are protected by law, along with other resources. The law establishes the legal regime for the creation, storage and use of information resources.

The Law of the Russian Federation "On State Secrets" dated July 21, 1993 No. 5485-I regulates relations arising in connection with the classification of information as state secrets, their declassification and protection in the interests of ensuring the security of the Russian Federation. The law refers to state secrets information protected by the state in the field of its military, foreign policy, economic, intelligence, counterintelligence and operational-search activities, the dissemination of which may harm the security of the Russian Federation. The law establishes the powers of state bodies and officials designed to ensure the preservation and protection of state secrets; list of information constituting state secret; the procedure for classifying and declassifying information and their carriers; disposal of information constituting a state secret; the procedure for its protection, control and supervision over the provision of state secrets and other issues.

The Federal Law of November 21, 1996 No. 129-FZ "On Accounting" reflects the basic requirements for accounting, defines the mandatory requisites of primary accounting documents, clarifies the composition of the financial statements commercial organizations and the terms of storage of accounting documents, financial statements have been established in accordance with the rules for organizing state archival affairs.

On July 7, 1993, the Supreme Soviet of the Russian Federation adopted the Fundamentals of Legislation on the Archival Fund and Archives of the Russian Federation, which defines the directions for improving the organization of archival affairs in the country, as well as measures to prevent damage, destruction, theft, illegal purchase, sale, acquisition and export archival documents abroad. These principles govern the formation, organization of storage, accounting, use of archives and archival funds and their management in order to ensure the safety of archival documents and their comprehensive use in the interests of citizens, society and the state.

Civil Code RF, Fundamentals of Legislation and Federal Laws have found their further development in decrees of the President of the Russian Federation, decrees of the Government of the Russian Federation, regulations and rules.

The future leader must know the provisions:

Decree of the President of the Russian Federation of November 30, 1995 No. 1203 "On approval of the list of information classified as state secrets" (as amended by the Decree of the President of the Russian Federation of 01.24.98 No. 61);

Decree of the Government of the Russian Federation of December 5, 1991 No. 35 "On the list of information that cannot constitute a commercial secret";

Order of the Ministry of Finance of the Russian Federation of July 29, 1998 No. 34n "On approval of the Regulations for the maintenance of accounting and financial reporting in the Russian Federation" (as amended on 30.12.99);

Orders of the Ministry of Finance of the Russian Federation on the approval of RAS in certain areas of accounting;

Directions The central bank RF of December 3, 1997 No. 51-U "On the introduction of new formats of settlement documents" (as amended on 02.22.99);

Other normative legal documents.

It is also necessary to know the main provisions of the Rules for the provision of postal services (Decree of the Government of the Russian Federation of 09/26/97 No. 1239); Rules for the provision of telephone services (Resolution of the Government of the Russian Federation dated September 26, 97 No. 1235); Of the Rules for the provision of telegraph services (order of the State Committee for Communications of Russia dated 03.10.97 No. 43), etc.

2.3. State system DOE. Basic requirements for documents

The basis of the preschool educational institution is the State system of documentation support for management, developed by the All-Union Scientific Research Institute of Documentation and Archival Affairs, approved by the USSR Glavarchiv on 04/27/88. This system establishes uniform requirements for documenting management activities and organizing work with documents in government bodies, enterprises, institutions and public organizations.

On July 6, 1992, the State Archival Service approved Typical instruction on office work in the ministries and departments of the Russian Federation. It was introduced with the aim of improving on unified basis documentation support for management and increasing its efficiency by unifying the composition and forms of management documents and the technology of working with them. In accordance with the preschool educational institution system and the Standard Instruction for Office Work, ministries and organizations develop similar documents, taking into account the specifics of the industry and a specific organization.

2.4. State standards for documentation.

Towards regulatory documents of the preschool educational institution include state standards of the Russian Federation (GOST). The requirements established by the standards are mandatory for all government authorities and business entities. State standards in force on the territory of our country are combined into a single State standardization system - a hierarchically organized system of classification and coding of the state standards themselves.

Series 1 of the State Standardization System contains a set of fundamental standards, which enshrine provisions on the procedure for developing standards, on the construction, presentation and execution of standards, their approval, registration, implementation, etc. For example, GOST 1.RO-92 “State standardization system of the Russian Federation. Basic Provisions ".

The system of state standards, presented annually in 4 volumes, contains 7 parts. In section T 5. Documentation system, the following subsections are highlighted:

T 50. State system of standardization and normative and technical documentation;

T 52. System of design documentation;

T 54. System of planning and economic, accounting, statistical, shipping, consumer, transport, banking and other types of documentation;

T 55. System of administrative and managerial documentation, workflow, organization of archiving;

T 62. Information, library and publishing, etc.

For employees of the preschool educational institution and the management apparatus as a whole, subsection T 54 is of greatest interest, which reflects the following state standards:

GOST 6.01.1-87 "Unified system of classification and coding of technical and economic information";

GOST 6.10.1-88 “USD. Basic Provisions ";

GOST 6.10.3-83 “USD. Recording information of unified documents in a communicative format ";

GOST 6.10.4-84 “USD. Giving legal force to documents on a machine medium and a machine-graded machine, created by means of computer technology. Basic Provisions ";

GOST 6.10.5-87 “USD. Requirements for the construction of a sample form ";

GOST 6.10.6-87 “CMEA Unified System of Foreign Trade Documentation. Sample Form ";

GOST R 6.30-97 “Unified system of organizational and administrative documentation. Requirements for paperwork "(as amended on 01.21.2000).

From subsection T 62 for students and specialists have great importance the following standards:

GOST 7.1-84 “Bibliographic description of the document. General requirements and rules of drawing up ";

GOST 7.9-77 "Abstract and Abstract";

GOST 7.32-91 "Report on research work structure and rules of execution".

2.5 Unified documentation systems.

The above state standards regulate the creation of unified documentation systems (SDS) - a set of interconnected unified forms of documents created according to uniform rules and requirements containing information necessary for management in a particular field of activity.

In the All-Russian Classifier of Management Documentation (OKUD), the following unified documentation systems are distinguished:

Unified system of organizational and administrative documentation;

Unified Banking Documentation System;

Unified system of financial, accounting and reporting accounting documentation budgetary institutions and organizations;

Unified system of reporting and statistical documentation;

Unified system of accounting and reporting accounting documentation of enterprises;

Unified system of labor documentation;

Unified documentation system pension fund Russian Federation;

Unified system of foreign trade documentation.

The main method of fixing and transferring management information in the management system is a document, and the quality of decisions made and, therefore, largely depends on how efficiently the documentation support is organized. overall result activities of any institution in the broadest sense of the word. Correct documentary support of work in an institution is based on an appropriate regulatory and methodological base - a complex legal documents organizational, instructive, methodological nature. Regulatory and methodological documents for office work in each institution are developed on the basis of the relevant legislative and regulatory acts.

In accordance with the Federal Law "On Information, Informatization and Protection of Information" dated February 20, 1995, No. 24-FZ (Article 5), documentation (ie, the creation of documents) is a prerequisite for the inclusion of information in information resources. It also says that documentation is carried out in the manner prescribed by the authorities state power responsible for organizing office work, standardizing documents and their arrays. State regulation applies not only to the field of documentation, but also to the organization of work with documents.

Normative and methodological regulation of office work (or documentation support of management) allows you to competently organize not only the activities of the preschool educational institution, but also the entire office work system as a whole.

This regulation is carried out using the regulatory and methodological base of office work, without knowledge of which it is impossible:

correctly create and execute documents, giving them legal force;
organize document flow;
ensure the storage and use of documents in current activities.

Regulatory and methodological base of office work Is a set of laws, regulatory legal acts and methodological documents regulating the technology of creating documents, their processing, storage and use in the current activities of the institution, as well as the activities of the office work: its structure, functions, staff, technical support and some other aspects.

NMBD regulates:

1. Rules of paperwork;

2. Rules for working with documents;

3. Ensuring the safety of documents;

4. The procedure for transferring documents to archival storage;

5. The work of the office work (functions, structure, staffing);

6. Introduction of new information technologies in working with documents;

7. Work with documents that have an access restriction stamp;

8. Legal aspects related to documents.

NMBD are made up of the following groups:

1. Legislative acts of the Russian Federation in the field of information and documentation;

2. Decrees and orders of the President of the Russian Federation, decrees of the Government of the Russian Federation in the field of office work;

3. Normative legal acts of federal executive bodies (ministries, committees, services, agencies), regulating the issues of documentation support;

4. Technical regulations and national standards in the field of preschool educational institutions;

5. All-Russian classifiers, technical, economic and social information;

6. Unified documentation systems;

7. Regulations and methodological documents on office work, published by the management of institutions, organizations, enterprises;

Legislative acts of the constituent entities of the Russian Federation and legal acts adopted by the executive authorities of the constituent entities of the Russian Federation.

These acts should be taken into account when organizing office work, primarily by the representative and executive authorities of the constituent entities of the Federation, as well as by organizations, institutions and enterprises operating on their territory.

State regulation of office work is carried out by the Federal Archival Service of Russia (Rosarkhiv), which, in accordance with the Regulations on the Archival Fund of the Russian Federation (approved by Decree of the President of the Russian Federation of March 17, 1994, No. 552) and the Regulations on the Federal Archival Service of Russia (approved by the decree of the Government of the Russian December 28, 1998 No. 1562) carries out cross-sectoral organizational and methodological guidance and control over the organization of documents in the office work of federal government bodies, coordinates the development of the state office work system and unified documentation systems.

The Committee of the Russian Federation for Standardization, Metrology and Certification (Gosstandart of Russia) carries out state management of standardization, including work on the unification and standardization of documents and documentation systems, the development, implementation and maintenance of all-Russian classifiers of technical, economic and social information.

The Government of the Russian Federation, federal executive bodies are responsible for organizing documentation support in executive bodies, developing the relevant regulatory legal acts.

You can familiarize yourself with legal acts, normative, as well as methodological documents in the field of office work and archiving using the following information products:

Information and reference system of the archival industry (ISSAO);
Information System of Russian Archivists (ISAR) - an appendix to ISSAO.

"Information and reference system of the archival industry" - the official database of the Federal Archival Agency (agreement on scientific and technical cooperation between Rosarkhiv, VNIIDAD and CJSC "TERMIKA" dated March 18, 2003) is a unique and only information system containing a regulatory and methodological base office work and archiving.

The acquisition of the ISSAO section "Regulatory and methodological foundations of documentation support for management" is entrusted after agreement with Rosarchiv on All-Russian Scientific Research Institute of Documentation and Archival Affairs (VNIIDAD), in addition, information support for the maintenance of this section is provided by the Department of Documentation and Pre-School Educational Institutions of the Historical and Archival Institute of the Russian State University for the Humanities (IAI RGGU), due to which almost all legal acts, regulatory documents have been collected in the Information and Reference System of the Archival Industry and published unique guidelines, regulating the technology of creating documents and the organization of work with them.

Rice. 1. Title page of ISSAO

The appendix to ISSAO - "Information system of archivists of Russia" - includes legislative acts and regulatory and methodological documents of the constituent entities of the Russian Federation, as well as a guide to Russian universities preparing students in the specialty "032001 (350800) - Documentation and documentation support of management" advice on the specialty "05.25.02 - Documentary, document management, archival science".

Rice. 2. Title page of ISAR - supplements to ISAR

The main legal acts and normative documents in the field of office work can be found on the website of the TERMIKA consulting group in the section "Normative documents on office work"

In the legislation on office work, it turned out that the norms, rules, requirements for office management support were scattered across many legislative and regulations... Knowledge of these documents is essential for clerical professionals. Here we will give only a brief description of the most important legislative and regulatory acts, containing both individual requirements for organizing office work and paperwork, and entirely devoted to these issues.

Law of the Russian Federation"On Information, Informatization and Protection of Information" established the obligation to document information, defined a number of terms (information, documented information, etc.), obliged enterprises and organizations of all forms of ownership to provide the relevant required information to state bodies.

Civil Code(GK) established the legal basis not only for the activities of legal entities, but also for its documentation. A number of articles of the Civil Code establish requirements for the content of the charter and the constituent agreement, on the basis of which legal entities.

Laws "On joint stock companies"," On limited liability companies "define the obligations of the companies for the storage of documents. This norm is linked to the requirements of the Fundamentals of Legislation on the Archival Fund of the Russian Federation and Archives, according to which many documents of institutions, organizations and enterprises, after the expiration of the established period, must be transferred to the state archives for storage.

Row legislative acts(Law of the Russian Federation "On the languages of the peoples of the Russian Federation", Law of the Russian Federation "On trademarks, service marks and appellations of origin of goods", Resolution of the Government of the Russian Federation "On streamlining the production, use, storage and destruction of seals and forms with reproduction of the State Emblem of the Russian Federation" and others) contains norms that must be taken into account when drawing up and processing business documents. The current legislation regulates the requirements for documents sent using various means of communication, requirements for the protection of information, giving documents legal force (officiality).

V Regulations"On the Federal Archival Service of Russia", the main tasks of the archival service of Russia (Rosarkhiv) are determined: "development and improvement, together with federal government bodies and government bodies of the constituent entities of the Russian Federation ... office work, including the state office system and unified documentation systems" ...

Several Decrees of the President of the Russian Federation"On the State Emblem", "On the approval of the Regulations on the Archival Fund of the Russian Federation and the Regulations on the State Archival Service of Russia", resolutions of the Government of the Russian Federation "On the approval of the Rules for the provision of postal services", "On the approval of the Rules for classifying information constituting a state secret to various degrees secrecy ", the importance of which for the functioning of the office system can be seen from the very names of these documents.

Let us dwell further on the normative documents that are of paramount importance for the organization of the office work process. The provisions, requirements, rules of these documents will be sufficiently fully implemented in the further presentation of the educational material. These documents are:

State system of documentation support for management. Basic provisions. General requirements for documents and documentation services (GSDOU). The norms and rules of the GSDOU are based on the main provisions of the Unified State System of Office Work (EGSD), created in the USSR back in 1973 and played important role in the optimization of documentation processes in the domestic economy.

EGSD was conceived as a scientifically based set of rules, norms and recommendations for the conduct of office work in relation to organizational and administrative documentation. The EGSD formulated general rules documenting management activities, the principles of unification of documentation are given, recommendations are given on the structure of office work services, their functions are defined, the basics of document execution control, mechanization of office processes are outlined.

Within the framework of the USSD, a unified system of organizational and administrative documentation (USORD) was developed and implemented as part of state standards: GOST 6.38-72 (Basic Provisions) and GOST 6.39-72 (Sample Form). Subsequently, the standards were revised (1988) in connection with the introduction of computer technology into office work, and the EGSD itself was redesigned into the Unified State System of Document Management (EGSDOU). The provisions of the EGSDOU have already applied to all types of management documents. In 1991 YGSDOU was transformed into the State System of Documentation Management - GSDOU.

In the coming years, it is planned to develop a new version of the GDOU as a system of norms, requirements, provisions governing the basic rules for working with documents at enterprises and organizations. The fundamental difference between the future system is that it will be a single complex of automated documentation and workflow based on new information technologies (modern text editors, e-mail, automated nomenclature of cases, etc.).

GOST R 6.30-97 USD. Unified system of organizational and administrative documentation. Requirements for paperwork. http://www.artlebedev.ru/kovodstvo/102/GOST_R_6.30-2003.pdf

The predecessors of this standard are the above-mentioned GOST 6.38-72 and GOST 6.39-72. On their basis, taking into account almost twenty years of practice of use, a single standard GOST 6.38-90 was developed, which, however, due to significant socio-economic changes that occurred in our country in the 90s of the XX century, quickly became obsolete and was replaced by the current currently GOST R 6.30-97, taking into account new realities.

- Typical instructions for office work in the ministries and departments of the Russian Federation... The instruction sets out the general procedure for preparation and execution management documentation- features of the design of individual organizational and administrative documents, describes the document flow procedures (from the registration of a document entering the organization to the transfer of cases to archival storage). The instruction is used not only by ministries and departments, it finds application in enterprises and organizations as a basis for creating their own systems of documentary management support.

- Basic rules for the work of departmental archives... The rules cover in detail a number of clerical issues: requirements for the nomenclature of cases, the procedure for examining the value of documents and transferring them to the archive, working with documents in archives.

Model provision on the conduct of office work on proposals, applications and complaints of citizens in government bodies, at enterprises, institutions and organizations. The standard provision sets out the features of the workflow of this category of documents: registration, keeping a card index, deadlines, formation of cases and their archival storage.

In addition, there are norms and rules for working with a number of specific documentary formations, which are regulated by special acts. It is on accounting, personnel and some other types of documentation.

State system of documentation support for management (GSDOU). Basic provisions. General requirements for documents and documentation services. In 1991, the Russian archive developed and proposed for the implementation of the GSDOU, which contains the main provisions and general requirements for the documents and services of the preschool educational institution. The norms and rules of the GSDOU are based on the main provisions of the unified state system of office work (USSD), which was created in 1973, the USSD was founded as a set of rules, norms and recommendations for the conduct of office work of organizational and distribution documents. The EGSD formulated general rules for documenting management activities, provides principles for unifying documentation, gives recommendations on the structure of office work services, defines their functions, sets out the basics of document execution control and mechanization of office processes. Within the framework of the Unified State Statistics Service, a unified system of organizational and distribution documentation was developed and implemented. In connection with the introduction of computer technology into office work, the EGSD was revised EGSDOU. The provisions of the EGSDOU were already applied to all types of management documentation. At present, in accordance with the federal target program, a new version of the GSDOU is being developed. The main difference new system lies in the fact that it will be a single complex of automated documentation based on modern text editors., automated workflow, databases and automated storage and use of documents.

In order to streamline work with management documentation on a scale, avoid excesses and duplication in work various bodies the Unified State System of Records Management (EGSD) and GSDOU were created.

GS DOU applies to all documentation systems of government bodies, courts, prosecutors, arbitration, institutions, organizations and enterprises, including documents created by the VT.

O the main goal of GSDOU- streamlining the workflow of organizations, reducing the number and improving the quality of documents, creating the most favorable conditions for the use of technical means and modern technologies collection, processing, analysis of information, improvement of the work of the management apparatus. GSDOU applies to all systems of documentation of government bodies, courts, prosecutors, arbitration, institutions, organizations and enterprises, including documents created by computer technology.

The main provisions of the GSDOU cover the issues of documenting management activities, organizing work with documents, mechanization and automation of work with documents, organizing a document support service for management.

The section “Documenting management activities” contains provisions that determine the composition of management documents, the main directions and procedure for the unification and standardization of documents, registration of details of management documents, including machine-readable documents and machine-readable documents, as well as general requirements for the preparation of document texts. The section “Organization of work with documents establishes the principles and procedure for organizing the document flow of the institution, building an information retrieval system for the documents of the institution, monitoring the execution of documents and preparing documents for transfer to the departmental archive for storage. WITH full text The GSDOU regulatory document can be found by following the link http://www.directum.ru/gsdou.htm

In order to regulate the documentation of management (DOU) in the institution a set of regulatory and organizational legal documents is being developed, including: regulations on the service of preschool educational institutions, job descriptions employees, Instruction for office work, Time sheet and Album of unified forms of documents used in the activities of the institution.

Regulations on the service of the preschool educational institution- a legal act that defines the organizational and legal position of a unit in the structure of an institution, its tasks, functions, rights, responsibility, as well as relationships with other units and institutions.

Job description- a legal act that defines the organizational and legal position of an employee in the structure of an institution and a unit, his / her functional duties, rights, responsibility and relationship with other employees and units.

Instruction for office work- a legal act establishing the technology for creating or receiving documents, processing them, storing and using them in the current activities of the institution.

Table of unified forms of documents institutions is a list of forms of documents permitted for use, necessary and sufficient for the implementation of the functions and tasks of management activities, with a description of their legal status, the main stages of preparation and passage.

Album of unified forms of documents institutions - a set of unified forms of documents used in the activities of an institution in accordance with the table of unified forms of documents.

Office services.

The documents regulating the preschool educational institution in the institution are developed on the basis of the laws of the Russian Federation, regulatory legal acts in the field of information, documentation, organization of office work and archiving, taking into account the specifics of the activities of a particular institution.

The organization of a preschool educational institution in an institution should be entrusted to an independent structural unit (office, office, general department, secretariat, hereinafter referred to as the preschool educational institution), which is directly subordinate to the head.

Tasks, functions, order of work of the preschool educational institution is governed by the regulations on it, approved by the head of the institution, and functional duties, rights, responsibility of service employees- job descriptions. The approximate regulation on the service of the preschool educational institution, as well as the approximate structure of the job description for the employees of the preschool educational institution, are contained in the State System for Document Management (GSDOU), published by Rosarkhiv in 1991, - the most complete industry-wide document that establishes uniform principles and rules for documenting management activities and organizing work with documents in institutions. The new version of the GSDOU, developed by the All-Russian Research Institute of Records Management and Archival Affairs, also contains provisions in accordance with which regulations on the service of a preschool educational institution and job descriptions of its employees in institutions should be developed.

In modern conditions, when the work with management documentation in many institutions is based on computer technology, the functions of the preschool educational institution are not limited only to the organization of the institution's document flow, accounting for documents, monitoring their execution and ensuring the safety of documents. The DOE service is directly involved in setting tasks in the development of automated systems and databases for working with documents, in providing access to information and protecting information, in improving work with documents. Thus, the preschool educational institution solves two main complexes tasks:

· Directly providing documentation of management activities and organization of work with documents;

· Improvement of forms and methods of working with documents.

The tasks facing the DOE service determine its functions.

The task of providing documentation of management activities is solved by the following functions:

· Development and design of letterheads, ensuring their production;

· Ensuring the production of documents, stenography, copying and duplication of documents;

· Control over the quality of preparation and execution of documents, compliance with the established procedure for approval and certification of documents.

The task of organizing work with documents in the institution is solved by performing the following functions:

· Establishment of a unified procedure for passing documents (document flow of the institution);

· Forwarding processing of incoming and outgoing documents;

Registration and accounting of applicants, dispatches and internal documents institutions;

· Control over the execution of documents;

· Systematization of documents, ensuring their storage and use;

· Organization of work with citizens' appeals;

· Ensuring the protection of documentary information.

The task of improving the forms and methods of working with documents includes:

· Development and revision of regulatory, instructive, methodological documents for preschool educational institutions (Instructions for preschool educational institutions, etc.) and bringing them to the attention of employees of the institution;

· Methodological guidance and control over the observance of the established rules for working with documents in the structural divisions of the institution;

· Advanced training of employees of the institution and their advice on working with documents;

· Streamlining the documents of the institution, carrying out work on the unification of documents, development of the Timesheet and Album of forms of documents used in the activities of the institution;

· Development and implementation of new forms and methods of working with documents, improving the document flow of the institution, increasing the executive discipline when working with documents;

· Setting tasks for the development and improvement of automated information systems and databases for working with documents.

To implement the functions assigned to it, the preschool educational institution service is endowed with a certain set of rights, and is responsible for failure to perform functions.

The preschool educational institution is endowed rights:

Require the management of the institution to create the necessary conditions for the normal organization of work with documents (provision of appropriate premises, equipment, stationery, etc.);
Require the heads of departments and employees of the institution to comply with the established rules for working with documents;
To involve, in the prescribed manner, employees of the institution for the preparation of draft documents on behalf of the management;
Sign and endorse documents within the competence established for the head of the preschool educational institution;
Make suggestions to the management to improve the work with documents in the institution, etc.

The preschool educational institution carries a responsibility for violation of the established procedure for working with documents in an institution, for loss or damage to documents, for non-observance of the secrecy or confidentiality regime in working with documents, for failure to comply with the instructions and instructions of the management.

In the process of performing the functions assigned to the preschool educational institution, she interacts with the management of the organization, all functional units and support services of the institution and individual workers, the service of the preschool educational institution of the parent organization, archival bodies, research or other institutions on the organization of work with documents.

The office management service or the management documentation service is a structural unit that is entrusted with office work, such as registration, control of execution, use of documents, etc. The office management service is subordinate to the management of the organization and has its own seal.

1. Objectives of the office management service:

· work organization;

· Management of the documentary flow;

· Coordination of types of work with documents;

· Control over the sequence of work with documents;

· Organization of work on the preschool educational institution.

2. The main tasks are organization, maintenance, improvement of office work. Let's consider them more extensively:

· Improvement of forms and methods of working with documents;

· Ensuring a uniform procedure for documentation;

· Ensuring a uniform procedure for working with documents;

· Control over the execution of documents;

· Storage of documents;

· Unification of document forms;

· Reduction, if possible, of workflow;

· methodical work on improvement of preschool educational institutions In the organisation;

· Introduction of advanced technologies based on the use of computing and organizational technology.

3. Functions of the SD

· Development, implementation of an album of unified forms of documents of the organization and amendments to them;

· Processing, registration and accounting and reference work with documents;

· Report to the management of the organization about the documents, control the correctness of the paperwork within the specified time frame;

· Control over the passage, execution and execution of documents as scheduled;

· Production and reproduction of documents;

· Development of the nomenclature of cases, storage of cases;

· Control over work with documents in structural divisions;

· Organization of the archive;

· Professional development of office workers.

Organizational forms of office work. Practice has developed three forms of organizing work with documents in any management apparatus:

Centralized;
Decentralized;
Mixed.

At centralized form all operations related to the preschool educational institution are concentrated under the jurisdiction of one specialized structural unit (office, general department) or one employee (secretary of the institution), where a full cycle of technological operations with documents is performed from the moment they are received or created until they are deposited into the archive.

The advantages of this form are as follows:

1.the main structures of subdivisions are exempted from auxiliary operations;

2. employees of office services are provided with a full and even workload;

3. the quality of document processing is improved.

The centralized form of office work is used in institutions of small volume of work with documents.

At decentralized form all types of work with documents are carried out directly in the structural divisions of the institution, i.e. each structural part conducts office work independently and creates its own service for working with documents, in which the entire cycle of technological operations with documents is performed autonomously from the moment they are received or created until they are sent to the archive.

This form is typical for enterprises whose administrative apparatus is territorially fragmented, as well as for those in which the documentation of activities has specific features (independence of activity structural units).

At mixed form some operations (reception, sending, registration of documents) are carried out by the central office management service, while other operations (registration, preparation of documents, formation of cases) are carried out both in the preschool educational service and in each structural unit independently (in departments, offices, divisions). The mixed form of office work is used in large institutions with a significant amount of processed documentation.

Typical organizational structures of a record keeping service. The structure in the system of governing bodies is considered, firstly, as a stable connection, i.e. interaction of control elements, secondly, as a scheme of distribution of the total volume of functions of a management body between structural units and a scheme of their interaction.

The main provisions of the GS DOE partially regulated the names of office management services, which are typed depending on the affiliation of organizations to certain groups and levels of management.

There are the following types of office services:

Management of affairs;
Chancery;
Common department;
Secretary of the institution.

Case management

The case management includes:

Secretariat;

Reception room;
Secretariat head;
Deputy Head Secretariat;
Board Secretariat;
Protocol Bureau;

Inspection;
Chancery;

Department of Government Correspondence;
expedition;
typewriting bureau;

Information Security Department;
Department for the improvement of work with documents;
Department of letters or department of complaints;
Central archive.

Chancery created on state enterprises, in research, design and engineering organizations, higher educational institutions.

The office includes:

o Department for receiving and processing incoming and outgoing documents;

o Department for accounting and registration of documents;

o Department for control over the deadlines for the execution of documents;

o Group for work with citizens' appeals;

o Document creation department;

o Copying and duplicating bureau;

Common department – service for work with documents in executive bodies authorities and executive structures (city halls, prefectures, municipalities) local government.

The general department includes:

o Protocol department;

o Group of letters;

o Copying and duplicating service;

o Control group;

o Typewriting bureau;

The presence of structural units is explained by the specifics of activities, management procedures, the decision-making procedure and the specifics of documentation in these institutions

Secretary of the institution(structural unit) performs all the work with documents in small organizations that do not have an internal organizational structure.

Official composition of the office work service:

Leaders:

head of office management;
head of the protocol department;
head of the secretariat;
archive manager;
head of the document preparation center;
head of copying and duplicating bureau, etc.

Specialists:

document expert;
assistant manager;
referent;
editor;
archivist;
inspector;
the secretary of the board;
head Secretary;
proofreader, etc.

Technical performers:

forwarder;
clerk;
typists and stenographers;
technical secretaries;
couriers;
organizational technology operators;

Typical organizational structures of office work(preschool educational institutions). The main provisions of the GS DOU regulate the names of office management services, which are typified depending on the organization's belonging to certain groups and levels of management

DOE services: management of affairs; office; Common department; secretary of the institution.

1. Management of affairs is created in ministries and departments as a structure in which work with documents is carried out, and as a body for monitoring and coordinating office work in the central administration and in the industry.

The case management includes:

─ Secretariat

Reception

· supervisor

· Deputy. the head

Collegiums

Protocol bureaus

─ Inspection

─ Office

Department of Government Correspondence

Expedition

Typewriting bureau

─ Information Security Department

─ Department of improvement of work with documents

─ Letters or Complaints Department

─ Central archive

Chancery is created at state-owned enterprises, in research, design and engineering organizations and in universities.

The office includes:

─ Department for receiving and processing incoming and outgoing documents

─ Department for accounting and registration of documents

─ Department for control over the deadlines for the execution of documents

─ Group for work with citizens' appeals

─ Document creation department

─ Copying and duplicating bureau

Common department - service for working with documents in the executive authorities and executive structures.

The general department includes:

─ Protocol department

─ Group of letters

─ Duplicator service

─ Control group

─ Typewriting Bureau

Secretary of the institution performs all work with documents in small organizations that do not have internal organizational structures.

Official composition of office management services

Leaders:

─ head office management

─ head protocol department

─ head of the secretariat

─ head archive

─ head document preparation center

─ head copying bureau

Specialists:

─ document manager

─ assistant manager

─ referent

─ editor

─ archivist

─ inspector

─ secretary of the board

─ manager's secretary

─ corrector

Technical performers:

─ forwarding agent

─ clerk

─ typists and stenographers

─ technical secretaries

─ couriers and operators of organizational technology

GOST R 6.30-2003. Unified documentation systems. Unified systems of organizational and administrative documentation. Requirements for paperwork.

State system of documentation support for management (GSDOU) (1991);

Standard instruction for office work (approved by order of Rosarkhiv in 2000);

Basic rules for the work of departmental archives (1988);

Lists of documents indicating storage periods (standard and departmental) (1996);

Maintenance and storage rules work books, production of work book forms and providing employers with them, approved. Resolution of the Government of the Russian Federation 04.16.2003 No. 225.

Instructions for filling out a work book, approved by By the decree of the Ministry of Labor and Social. development of the Russian Federation (introduced from 01.01.2004).

1. COMPOSITION OF THE REGULATORY AND METHODOLOGICAL BASE OF THE DOE.

Currently, the documentary support of management at enterprises, organizations and institutions is regulated by the current legislation, administrative documents higher authorities, rules and guidelines of the archive management.

Normative and methodological base of preschool educational institution Is a set of laws, regulations, organizational and methodological documents regulating the technology of creation, processing, storage and use of documents in the current activities of an organization or institution. This base also includes the regulation of the activities of the preschool educational institution and other services of the management apparatus (staff, functions, structure, technical support and other aspects).

NMBD regulates:

1. Rules of paperwork;

2. Rules for working with documents;

3. Ensuring the safety of documents;

4. The procedure for transferring documents to archival storage;

5. The work of the office work (functions, structure, staffing);

6. Introduction of new information technologies in the work with documents;

7. Work with documents that have an access restriction stamp;

8. Legal aspects related to documents.

The regulatory and methodological base of the preschool educational institution includes:

legislative acts of the Russian Federation in the field of information and documentation;
decrees and orders of the Government of the Russian Federation, federal executive bodies (ministries, committees, services, agencies, etc.), regulating the issues of documentary support of management at the federal level;
the state system of documentation support for management (Basic Provisions. General Requirements for Documents and Documentation Support Services (GSDOU - Order of the USSR Main Archives of 05/25/88 No. 33);
legal acts of the bodies of representative and executive power of the constituent entities of the Russian Federation and their territorial entities, regulating the issues of preschool educational institutions;
legal acts of a regulatory and instructive nature, methodological documents for preschool educational institutions of various organizations;
state standards for documentation;
unified documentation systems;
all-Russian classifiers of technical, economic and social information;
normative documents on the organization and protection of managerial labor of employees of the preschool educational institution;
normative documents on the organization of archival storage of documents.

The basis of civil legislation is The Civil Code of the Russian Federation, the 1st part of which was adopted on October 21, 1994, the 2nd part - December 22, 1995. The Civil Code of the Russian Federation establishes the types and varieties of documents created for the purpose of fixing acts of civil relations, registering their facts. occurrence or termination, confirmation of legal relations, etc. For example, Art. 51 and subsequent Articles of Chapter 4 of the Civil Code establish the types of documents used in the creation, registration, reorganization and liquidation of a legal entity.

Along with the Civil Code of the Russian Federation, certain aspects of working with information and documentation are regulated by special federal laws.

Law of the Russian Federation "About technical regulation"dated July 10, 1993 No. 5154-1 establishes the legal framework for standardization in the Russian Federation, mandatory for all governing bodies, and determines measures of state protection of the interests of consumers and the state through the development and application of normative documents on standardization and in the field of documentation support for management ...

The federal law " About information, information technology and information protection"dated 27.07.2006 No. 149-FZ establishes that information resources (documents and arrays of documents) are objects of relations between individuals, legal entities, the state and are protected by law, along with other resources. The law establishes a legal regime for the creation, storage and use of information resources.

Law of the Russian Federation "About state secrets"dated July 21, 1993 No. 5485-1 regulates relations arising in connection with the classification of information as a state secret, its declassification and protection in the interests of ensuring the security of the Russian Federation. The law includes information protected by the state in the field of its military, foreign policy, economic, intelligence, counterintelligence and operational-search activities, the spread of which may harm the security of the Russian Federation.

In the Federal Law of November 21, 1996 No. 129-FZ " About accounting»Reflects the basic requirements for accounting, defined required details primary accounting documents, the composition of the financial statements of commercial organizations has been clarified and the storage periods for accounting documents and accounting statements have been established in accordance with the rules for organizing state archival affairs.

The Civil Code of the Russian Federation, Fundamentals of Legislation and Federal Laws found their further development in decrees of the President of the Russian Federation, decrees of the Government of the Russian Federation, regulations and rules.

The specialist must know the provisions:

Decree of the President of the Russian Federation of November 30, 1995 No. 1203 "On approval of the list of information classified as state secrets" (as amended by the Decree of the President of the Russian Federation of 01.24.98 No. 61);
Decree of the Government of the Russian Federation of December 5, 1991 No. 35 "On the list of information that cannot constitute a commercial secret";
other regulatory legal documents.

All of the listed regulatory documents are of great importance for the organization of the office work process in enterprises.

2. STANDARDIZATION AND UNIFICATION OF THE DOW SYSTEM

Most of the management information is documented. The management process itself is characterized by a significant variety and repetition of work situations and entrepreneurial actions to resolve them. The main direction for improving documentation is unification and standardization.

Under unification means bringing something to a single system, form, uniformity.

Document unification is carried out in order to reduce the number of documents used in management activities, typify their forms, establish uniform requirements for the preparation of documents created when solving the same type of management tasks, reduce the cost of preparing and processing documents, achieve information compatibility of databases created in various industries.

A rationally organized complex of interrelated documents, created according to uniform rules and requirements and used in a certain field of activity, is called a unified documentation system (SDS).

The essence of standardization consists in raising to the norm, mandatory for application, the optimal rules and requirements for the development and execution of documents adopted in the prescribed manner for their universal and repeated use in office work. In this case, the development results are formalized in the form of interstate (GOST), state (GOST), industry (OST) standards and standards of enterprises, institutions and organizations (STP).

The result of work on unification and standardization there can be both standards for certain types of documents (for example, GOST 7.32-2001 "Report on research work. Structure and design rules"), and for unified documentation systems. For example, GOST R 6.30-2003 "Unified systems of documentation. Unified system of organizational and administrative documentation. Requirements for paperwork" is part of the unified system of organizational and administrative documentation (USORD). In addition, the country has a unified system of banking documents, documentation on labor accounting and remuneration, foreign trade documentation etc. complete list USD is given in the All-Russian Classifier of Management Documentation OK 011-93.

3. REQUIREMENTS FOR THE DEVELOPMENT OF UNIFIED FORMS OF DOCUMENTS

Unified forms of documents are developed when it is necessary to form new indicators for solving management problems. It is not allowed to duplicate indicators in different forms of documents.

Requisites of document forms placed on the basis of a sample form, built taking into account the rational use of two sides of the sheet for forms of documents, the forms of which are made by typographic method. The second and subsequent pages should be numbered. Page numbers are put in the middle of the top margin of the sheet in Arabic numerals.

The names of the details of the unified forms of documents must correspond to the names adopted in the all-Russian classifiers of technical and economic information (OKTEI).

In the names of the columns in which the setting of codes is provided, the abbreviated names of the classifiers used or the identification adopted for them should be indicated.

Permanent requisites of document forms should, as a rule, precede variables. The first columns of the table in the zone containing the requisites to be processed by computer facilities must be reserved for the requisites that identify the information placed in the line when entering the computer.

Using The checksum method is recommended for recording checksums designed to protect information from random errors, to set aside the last row of the table and (or) its column, taking into account the requirements of the computing facilities used in data processing.

Requirements for the texts of documents and the order of their presentation are determined by regulatory documents for organizational and administrative documentation.

Abbreviations of words in forms of documents must comply with the current rules of spelling and punctuation and abbreviations adopted in the OKTEI.

Classification of unified forms of documents

Depending on the level of approval uniform forms documents are divided into four categories:

- state (all-Russian);

- industry (departmental);

- constituent entities of the Russian Federation;

- forms of documents of associations, enterprises, organizations.

4. ALL-RUSSIAN DOCUMENTATION CLASSIFIERS.

Important means of information support are classifiers of technical, economic and social information. They provide integrated data processing in automated information systems.

Classifiers of technical, economic and social information - regulatory documents containing a systematized set of names of objects, presented as classification groupings, and the codes assigned to them.

Currently there are 37 all-Russian and the all-Union classifiers continuing to operate. The set of classifiers, as well as scientific, methodological and normative-technical documents for their development, maintenance and implementation constitute the Unified system of classification and coding of technical, economic and social information.

Depending on the field of application, the classifiers are subdivided into all-Russian, industry and enterprise classifiers.

Classifiers of information about management documents, tasks solved in automated systems management, types of activities, economic and social indicators:

All-Russian Classifier of Standards (OKS)

All-Russian Classifier of Products (OKP)

All-Russian Classifier of Management Documentation (OKUD)

All-Russian Classifier of Units of Measurement (OKEI)

Organizational structure information classifiers:

All-Russian Classifier of Enterprises and Organizations (OKPO)

All-Russian classifier of branches of the national economy (VALID until 2003)

By the Decree of the State Committee of the Russian Federation for Standardization and Metrology of November 6, 2001 No. 454-st, the All-Russian Classifier of Species was adopted and put into effect on January 1, 2003 economic activity(OKVED), developed by the Ministry of Economic Development.

Classifiers of information on population and personnel

All-Russian classifier of specialties in education (OKSO)

All-Russian Classifier of Workers' Professions, Employee Positions and Wage Grades (OKPDTR).

5. STATE MANAGEMENT DOCUMENTATION SYSTEM.

The most complete inter-sectoral document on the organization of management documentation is the State System for Management Documentation (GSDOU), published in 1990. The norms and rules of the GSDOU are based on the main provisions of the Unified State System of Office Work (EGSD), created in the USSR in 1973. and played an important role in optimizing documentation processes in the domestic economy.

The main purpose of GSDOU- streamlining the workflow of organizations, reducing the number and improving the quality of documents, creating the most favorable conditions for the use of technical means and modern technologies for collecting, processing and analyzing information.

GSDOU provisions were developed in relation to the appropriate level of management in the Standard Instruction for Office Work in Ministries and Departments of the Russian Federation. On July 6, 1992, the State Archival Service approved the Standard Instruction for Office Work in the Ministries and Departments of the Russian Federation. It was introduced with the aim of improving, on a unified basis, the documentary support of management and increasing its efficiency by unifying the composition and forms of management documents and the technology of working with them.

In accordance with the preschool educational institution system and the Model Instruction for Office Work, ministries and organizations develop similar documents, taking into account the specifics of the industry and a specific organization.

In the coming years, it is planned development of a new version of the State Educational Institution of Education as a system of norms, requirements, provisions governing the basic rules for working with documents at enterprises and organizations. The fundamental difference between the future system is that it will be a single complex of automated documentation and workflow based on new information technologies (modern text editors, e-mail, automated nomenclature of cases)

Regulatory framework for office work in modern Russia constitutes a set of legislative acts of the Russian Federation, legal and regulatory acts and methodological documents governing the creation, processing and storage of management documentation, as well as regulating the work of office services at all levels of management (Fig. 1).

Fig. 1 The structure of the legal framework of office work

In the legislation on office work, it has historically developed so that the norms, rules, requirements for office management support have been scattered across a number of legislative and regulatory acts. Knowledge of these documents is necessary not only for specialists in the field of office work and archiving, but also for managers of all levels and all those who, by the nature of their activities, are associated with the preparation of management documentation. Below will be given only brief characteristics legislative and regulatory acts containing both separate requirements for the organization of office work and the execution of official documents, and entirely devoted to these issues, while acts of paramount importance will be highlighted.

Federal law contains a number of fundamental provisions for the documentation of management. The law determined the procedure for mandatory documentation of information and its translation into information resources, formulated the necessary terminology (information, documented information, etc.), obliged enterprises and organizations of all forms of ownership to provide the relevant required information to public authorities.

The original legal act defining public policy in the field of information and documentary exchange, is the Constitution of the Russian Federation. The Constitution says: "Everyone has the right to freely seek, receive, transmit, produce and disseminate information in any legal way ..." (4.4, Art. 29). This provision is developed in the most important legal act - the Federal Law "On Information, Information Technologies and Information Protection" dated July 27, 2006, No. 149-FZ.

The regulatory and methodological base of office work includes:

Legislative acts of the Russian Federation in the field of informatization and documentation;

Decrees and orders of the President of the Russian Federation, decisions and orders of the Government of the Russian Federation, regulating the issues of documentation support at the federal level;

Legal acts of federal executive bodies (ministries, committees, services, agencies, etc.) of both industry-wide and departmental character;

Legal acts of the bodies of representative and executive power of the constituent entities of the Russian Federation and their territorial entities, regulating the issues of office work;

Legal acts of a normative and instructive nature, methodological documents on the office work of institutions, organizations and enterprises;

State standards for documentation;

Unified documentation systems;

All-Russian classifiers of technical, economic and social information;

State system of documentation support for management.

1. basic requirements for documents and documentation services (GSDOU);

2. normative documents on the organization of managerial labor and labor protection;

3. normative documents on the organization of archival storage of documents.

In the Russian Federation, in accordance with the practice that has developed over the entire previous period of the Russian statehood, there is no single body carrying a comprehensive legal responsibility for the documentation created and used by the society.

This responsibility is dispersed among a number of government and administrative bodies in accordance with their functional responsibilities.

By decisions of the authorities, a significant role in the management of documentation in its various aspects is assigned to the State Archival Service of Russia.

The initial legal act that determines the state policy in the field of information and documentary exchange is the Constitution of the Russian Federation. The Constitution says: "Everyone has the right to freely seek, receive, transmit, produce and disseminate information in any legal way ..." (4.4, Art. 29). This provision is developed in the most important legal act - the Federal Law "On Information, Information Technologies and Information Protection" dated July 27, 2006, No. 149-FZ.

The Civil Code of the Russian Federation established the legal basis not only for the activities of legal entities, but also for its documentation. A number of articles of the Civil Code establish requirements for the content of the charter and the memorandum of association, on the basis of which legal entities operate. RF Code on administrative violations envisaged administrative sanctions for violation of the rules of storage, acquisition, accounting and use of archival documents. The Criminal Code of the Russian Federation established criminal liability per misconduct with documents and information.

A number of legislative acts of the Russian Federation (Laws "On the State Emblem of the Russian Federation", "On the languages of the peoples of the Russian Federation", "On participation in international information exchange", "On trademarks, service marks and appellations of origin of goods", "On legal deposit documents "," About electronic digital signature", "O trade secrets"," On archiving in the Russian Federation "," On accounting ", etc.) contains the norms that should be taken into account when drawing up, processing and storing business documents. The current legislation regulates the requirements for documents sent using various means of communication, in including e-mail, the Internet, requirements for the protection of information, giving documents legal force (formality), etc.

Let us also name a number of Decrees of the President of the Russian Federation: "On the approval of the Regulations on the Archival Fund of the Russian Federation", "On the approval of the List of information classified as state secrets"; Resolutions of the Government of the Russian Federation: "On the approval of the Rules for the provision of postal services", "On the approval of the Rules for classifying information constituting a state secret to various degrees of secrecy", "On the development of a unified system of classification and coding of technical, economic and social information." The significance of these legal acts for the functioning of the country's office-work system is evident from the very titles of these documents.

Let us dwell further on the normative acts that are currently of paramount importance for the organization of office management. The provisions, requirements, rules of these documents will be sufficiently fully implemented in the further presentation. These documents are:

State system of documentation support for management. Basic provisions. General requirements for documents and documentation services (GSDOU).

GSDOU currently remains the most complete industry-wide regulation regulating the work with business documents. As already mentioned above, the norms and rules of the SSSOU are based on the main provisions of the Unified State System of Office Work (USSD), created in the USSR back in 1973 and which played an important role in optimizing documentary processes in the domestic economy.

GSDOU is a set of principles and rules that establish uniform requirements for documenting management activities and organizing work with documents in government bodies, at enterprises, institutions and public organizations. The main goal of the development is to streamline the workflow, reduce the number and improve the quality of documents, create conditions for the effective use of advanced technical means and technologies for collecting, processing and analyzing information.

In addition, the SSSOU ensures the normative consolidation of changes associated with the emergence of non-state forms of ownership and the improvement of the work of the management apparatus.

In the coming years, it is planned to develop a new version of the GDOU as a system of norms, requirements, provisions governing the basic rules for working with documents at enterprises and organizations. The fundamental difference between such a system is that it will be a single complex of automated documentation and workflow based on new information technologies (modern text editors, e-mail, the Internet, automated nomenclature of cases, etc.). On the prospects for the development of documentation support for management in the Russian Federation, see paragraph 1.3.2.

Typical instructions for office work in federal executive bodies, approved by order of the Ministry of Culture and Mass Communications of the Russian Federation of November 8, 2005. No. 536.

Typical instructions for office work in federal executive bodies establish general requirements for the functioning of preschool educational institutions, documenting management activities and organizing work with documents in federal executive bodies - ministries, agencies, services.

Typical instruction, reflecting the specific specifics of the preparation of regulatory documents federal level, in terms of the content and execution of documents, it is linked to the current national (state) standard GOST R 6.30-2003 in relation to the requirements for the design of management documentation (see below).

Federal Law "On Archival Affairs in the Russian Federation"

dated 22.10.2004 No. 125-FZ.

Federal law regulates relations in the field of organizing storage, acquisition, accounting and use of documents Archive fund RF and other archival documents, regardless of their form of ownership, as well as relations in the field of management archival affairs in the Russian Federation in the interests of citizens, society and the state. Along with this fundamental law in the country there are a number of normative acts of different levels to ensure the safety of documents, which, as necessary, will be referred to in this manual.

GOST R 6.30-2003. Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for paperwork.

National state standard Russian GOST R 6.30-2003 is the most important regulatory document for the preparation of business documents. The standard was adopted by the resolution of the Gosstandart of Russia (now - Federal agency on technical regulation and metrology) dated March 3, 2003 No. 65-st. (fig. 1.8). The standard reflects the time-tested requirements for the design of management documents, stipulated in the previously existing and then canceled standards GOST r 6.30–97 and its predecessors GOST 6.38–72 and GOST 6.39–72.

The requirements of GOST R 6.30-2003 apply to organizational and administrative documents related to the Unified System of Organizational and Administrative Documentation (USORD) - decrees, orders, orders, decisions, protocols, acts, letters and other documents included in OK 011-93 " All-Russian Classifier of Management Documentation "(OKUD, class 0200000). The standard establishes: the composition of the requisites of documents, requirements for the design of the requisites of documents; requirements for blank documents, including blank documents with reproduction State Emblem Russian Federation.

In the light of the Federal Law "On technical regulation"dated December 27, 2002 No. 184-FZ, which introduced into practice the voluntary use of national standards, in GOST R 6.30-2003, a fundamentally new entry was made on the recommendatory nature of its requirements. Since the country operates the only standard on the registration of organizational and administrative documentation (no choice!), then voluntariness should not be interpreted as optional. We can only talk about some indulgences in the preparation of documents in comparison with the previously existing standard GOST R 6.30–97.

In addition to the already mentioned normative and methodological documents, the country has norms and rules for working with a number of specific documentary formations, which are regulated by special normative legal acts. We are talking about accounting, personnel, trade and other types of documentation. Corresponding references will be made to them as necessary.

The named regulatory and methodological documents serve as basic sources for the development of their own regulations (instructions) for the office management of a particular organization, firm.

Operating today national regulatory and methodological documents on the organization of office work should be in every organization. These include:

1. State system of documentation support for management. Basic provisions. General requirements for documents and documentation services.

At present, in accordance with the federal target program, a new version of the GSDOU is being developed - a system of regulations that determine the basic rules for working with documents in organizations. The system is focused on commercial structures... It will consist of two parts: normative and methodological. In the normative part, as in the document existing today, the main tasks and functions are determined, legal regulation activities of the document support service in the organization, its approximate structure; the procedure for the preparation and execution of documents; all stages of working with them: delivery, passage, processing, accounting, registration, execution control, information and reference work, operational storage documents, search for documents and information; protection of information retrieval systems; preparation of documents for the archive; the procedure for the examination of the value of documents; organization of storage of documents.

The main difference between the new system is that it will be a single complex of automated documentation based on modern text editors, automated document flow (including e-mail), databases and automated storage and use of documents (including automated Nomenclatures of cases, lists of cases and etc.). 1

2. Typical instructions for office work in the ministries and departments of the Russian Federation.

The instruction is registered with the Ministry of Justice of the Russian Federation. It includes both the general procedure for the preparation and execution of documents, and the features of preparation certain types documents: orders, instructions, instructions, minutes. It describes the procedure for registering documents, building search engines for reference work, organizing control over the execution of documents, the procedure for drawing up and working with the nomenclature of cases, forming cases, conducting an examination of the value of documents, processing cases, compiling inventories, operational storage of cases and transferring them to archival storage ... The appendix to the Instruction contains the forms of the nomenclature of cases, the act on the allocation of documents for destruction, inventories, etc. As can be seen from the brief listing of the contents of the Instruction, it reflects almost all issues of organizing office work. Although it is intended primarily for ministries and departments, it can be used and will find a lot of useful for themselves office management services of organizations of any form of ownership. It can be used as a basis for the development of instructions for the office work of a particular organization.

3. GOST R 6.30-2003 USD Unified system of organizational and administrative documentation. Requirements for paperwork.

The standard applies to “organizational and administrative documents related to the Unified System of Organizational and Administrative Documentation (USORD), decrees, orders, orders, decisions, protocols, acts, letters, etc., used in activities:

Federal state bodies. authorities, state bodies. the authorities of the constituent entities of the Russian Federation, including the constituent entities of the Russian Federation, which, along with the Russian language as the state language, have local self-government bodies;

Enterprises, organizations and their associations regardless of the organizational and legal form. "

4. Basic rules for the work of departmental archives: The rules can be conventionally divided into two parts. In the first

(Sections 2-4) clerical issues are covered in detail:

requirements for nomenclatures of cases, their types, the procedure for their preparation, filling, maintenance;

the procedure for the formation of cases in office work;

Organization and procedure for the examination of the value of documents in office work;

the procedure for the selection of documents for destruction;

preparation of cases for transfer to the archive: registration of cases (numbering, filing, additional registration of the cover, etc.), compilation of inventories, transfer to the archive.

In another part of the rules (Sections 5-14), the work with documents in the archive is disclosed in detail.

For commercial organizations that do not submit documents to the state. storing, and storing them at home, the rules are indispensable in organizing their archive.

5. Lists of documents indicating storage periods (Typical or departmental).

6. Model regulation on the conduct of office work on proposals, applications and complaints of citizens in state bodies, at enterprises, in institutions and organizations.

Here are described the fundamental provisions for organizing work with this category of documents: registration features, deadlines, maintaining a reference file, forming cases, retention periods for cases, maintaining analytical information on appeals. The methodology set forth in the Regulations can be used to organize work with any documents of individuals.

In addition, you need to know that work with a certain category of documents is regulated by special acts. For example, the rules for working with accounting documents are reflected not only by the Federal Law on Accounting, but also by the Regulations on Accounting and Accounting in the Russian Federation.

When working with personnel documentation, you need an Instruction on the procedure for maintaining work books in enterprises, institutions and organizations.

The package of these documents must be constantly updated as the regulatory and methodological acts are replaced with new ones.

But beyond what you need to know how do this or that work, you still need to have an idea of time norms or development, existing for these types of work.

The Central Bureau of Labor Standards has developed a fairly large number of normative documents containing time norms for work performed by employees of the management apparatus. Work with documents is reflected by:

Interindustry consolidated standards of time for work on documentation support of management;

Time norms for work on automated archival technology and documentation support for governing bodies;

Uniform norms of time (production) for typed work;

Interindustry consolidated time standards for recruiting and personnel accounting.

A package of national regulatory and methodological documents is necessary for each office work as a reference material. It is used in the development of such individual organizational documents, as the position of the preschool educational institution, job descriptions of its employees and instructions for the office work of a particular organization.

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