Order on the introduction of electronic document management. Implementation of an electronic document management system. How to organize electronic document management in the HR department

The introduction of an electronic document management system is advisable in almost every enterprise, since it can significantly increase the executive discipline and significantly reduce the processing time of documents. Low costs and the ability to adapt to the specifics of the enterprise's activities make the introduction of an electronic document management system an optimal solution to increase labor productivity and management efficiency.

From the article you will learn:

what is the implementation of an electronic document management system in an organization;
what are the goals of introducing electronic document management;
what are the main stages of the introduction of electronic document management;
what is contained in the order on the introduction of electronic document management.

Currently, the effectiveness of the implementation of the electronic document management system at the enterprise is no longer in doubt. With low costs for hardware and software, such systems can significantly increase the executive discipline, the quality of workflow and labor productivity, significantly reducing the time for receiving and broadcasting management signals.

Implementation of an electronic document management system at an enterprise

Optimization of documentation support for the activities of any enterprise is carried out in several directions:

improving the quality of the information content of documents: their development in the necessary and sufficient quantity, the correspondence of the names to the content, the exclusion of duplicating each other in the essence and content of documents; creation, execution and approval of documents in accordance with accepted state and local standards;
increasing the efficiency of the document flow system operating at the enterprise: routing with the ability to control the timing of execution, combining primary accounting and personnel accounting with the process of operational management; reduction of the processing time and document passage, the ability to quickly search the required document, organization of storage of large amounts of information.

All these tasks are easily solved by introducing an electronic document management system in an organization, which makes it possible to automate the process of creating, developing and accounting for documents, to control their distribution and movement, to ensure their prompt processing, search and storage.

The objectives of the implementation of the electronic document management system:

The listed tasks also determine the advantages of introducing an electronic document management system, especially at those enterprises where the annual document flow is calculated in thousands of accounting units, and the archive - in tens of thousands. The effectiveness of the implementation of an electronic document management system, of course, is due to both its cost and the volume of processed documents, as well as the specifics of the company's activities. Calculations show that, in general, the introduction of an electronic document management system pays off in a year or two.

Stages of implementation of the electronic document management system

Sooner or later, every manager comes to the realization of the need to automate the workflow system at the enterprise, whose goal is to optimize his production and organizational activities. Its success largely depends on how much the basic principles of implementing an electronic document management system are observed:

interest and Active participation in the implementation of the top management of the enterprise;
understanding the goals and observance of the stages of implementation of the electronic document management system;
involvement in the selection or development of key users and specialists of the organization;
adaptation to current and future tasks facing the organization.

The process of implementing an electronic document management system will be implemented in several stages.

At the first stage, it is necessary to create a working group of specialists and managers who regulate document flows in the organization, and with their help identify the "weak" points of the current document flow system. The group needs to identify the management needs of the leaders top echelon as well as the custom needs of ordinary performers. This will help to formulate the basic requirements for the system and state them in the form terms of reference.

At the second stage, taking into account the developed requirements, the choice of the electronic document management system is carried out, which will be optimal both in terms of functionality and cost. If the tasks solved by the company's document management system are quite specific, electronic system can be developed on a turnkey basis and then it is the members of the working group who will most closely communicate with the developers, formulating specific tasks for them.

At the third stage of the implementation of the electronic document management system, it will be installed and, if necessary, the fleet will be updated. technical means, modernization of outdated equipment and purchase of new.

The fourth stage is trial operation and personnel training in accordance with the approved plan for the implementation of the electronic document management system. At this stage, the problems of implementing the electronic document management system are diagnosed, and those that are caused by errors in technical or software solutions should be eliminated by the developers. As a rule, the trial operation of the system takes place in real production conditions, so it can be combined with the last stage - putting the electronic document management system into industrial operation.

Order on the implementation of an electronic document management system

With this document, drawn up in any form, the head of the organization can oblige the members of the working group or other responsible persons to conduct a trial operation of the system or immediately put it into commercial operation. The list of prescriptions of the order may also include:

using its capabilities at all workplaces;
entry into force of documents regulating the operation of the electronic document management system at the enterprise (instructions, guidelines, rules);
determination of the circle of persons who are granted access to the system at the administrator level;
general briefing and training of users;
appointment of persons responsible for the implementation of new standards of office work and the delineation of their responsibilities.

Today electronic document management boldly breaks into our life, today almost all companies use electronic documents, use by e-mail, electronic declarations, especially since for taxation of VAT, the obligatory declarations are established by law. Someone moved on and uses electronic document management systems in everyday life and translated all reporting and source documents in electronic form.

The concept of electronic document management and the advantages of electronic document management

Electronic document management is a way of working with documents. Features of electronic document management are that electronic documents signed with an electronic digital signature. Such a document, signed with an EDS, is equal in value to a paper document.

Electronic document management has its pros and cons.

table
Pros and cons of electronic document management

Advantages of electronic document management	Disadvantages of electronic document management
The ability to quickly find documents; The presence of a centralized structure of document flow; Systematized storage of documents in an electronic archive; Simplicity in registration and approval of documents; Possibility of signing and sending documents via electronic communication channels, which saves time; Possibility of drawing up similar documents; Conducting an electronic audit	The need to purchase electronic digital signature; Impossibility to use if the counterparty does not use electronic document management; Additional costs for electronic document management; Absence unified forms document flow ats; Mistrust of some users to electronic documents

At the same time, electronic document management is developing more and more. And there are prerequisites for this.

First, electronic document management is provided for in tax legislation. For example, when submitting reports on insurance premiums or personal income tax, it must be submitted to in electronic format if the company has more than 25 employees. To submit reports in electronic form, it is necessary to submit a declaration in electronic form. In addition, explanations, if the reporting is submitted in electronic form, in 2017 will also need to be given in the form of an electronic document.

Secondly, electronic document management is adopted in accounting. According to Law No. 402-FZ "On Accounting", the primary accounting document drawn up on paper and (or) in the form of an electronic document signed electronic signature.
Thirdly, in 2017, electronic document flow will receive even greater development in legal proceedings. Thus, many are accustomed to the fact that court decisions are published electronically on the Internet. According to Article 4 of the Arbitration Procedure Code of the Russian Federation, a statement of claim, statement, complaint, presentation and other documents can be filed with the court on paper or in electronic form, including in the form of an electronic document signed with an electronic signature in the manner prescribed by law Russian Federation by filling out the form posted on the official website of the court in the information and telecommunications network "Internet". Similar provisions are established in the part of the civil procedure.

Fourth, electronic technology have become part of our life in terms of the use of electronic document management in tender documents, conducting electronic auctions. According to article Federal law dated 05/04/2013 No. 44-FZ (as amended on 03/07/2016) "On contract system in the field of procurement of goods, works, services to meet state and municipal needs "under the auction in electronic form ( electronic auction) is understood as an auction in which information about the procurement is communicated by the customer to an unlimited number of persons by placing in the unified information system a notice of such an auction and documentation about it, uniform requirements and additional requirements are imposed on the procurement participants, the holding of such an auction is provided on the electronic site by its operator.

The fifth reason is associated with the fact that today many companies operate in different regions, with different cities, so to organize effective business it is necessary to speed up the workflow and simplify the relationship between the parties. In this regard, intuitively, many companies introduce electronic document management.

How to enter electronic document management?

At the first stage, it is necessary to make a fundamental decision on the introduction of electronic document management. Such a decision is formalized by an order for the enterprise. Some companies develop special local acts that regulate the workflow and approval of documents within the company, such features include the approval of documents between departments, putting under control, signing by management and storage of archival documents.

At the second stage, you need to choose which signature the company will use when processing documents.

A simple electronic signature is an electronic signature that, through the use of codes, passwords or other means, confirms the fact of the formation of an electronic signature by a certain person.

Unqualified electronic signature is an electronic signature that:

obtained as a result of cryptographic transformation of information using an electronic signature key;
allows you to identify the person who signed the electronic document;
allows you to detect the fact of making changes to an electronic document after the moment of its signing;
created using means of electronic signature.

Qualified electronic signature is an electronic signature that meets all the characteristics of an unqualified electronic signature and the following additional characteristics:

the electronic signature verification key is specified in the qualified certificate;
to create and verify an electronic signature, electronic signature means are used that have confirmation of compliance with the requirements (Article 5 of the Federal Law dated 06.04.2011 No. 63-FZ (as amended on 30.12.2015) "On electronic signature." However, in many cases, documents are required for for security purposes, it is an enhanced qualified signature.

The third stage will be the choice of a special certification center. to choose a company specializing in electronic document management, it is important to evaluate the convenience of working with a particular company. It is important to establish the cost of the services provided, the possibility of additional functions, as well as services for electronic document management, it is also important to establish what responsibility the certification center company bears in the event of technical failures and problems in document management.

At the fourth stage, it is necessary to provide documents for concluding an agreement.

The fifth stage is the conclusion of a contract with a certification center. According to Article 2 of the Federal Law of 06.04.2011 No. 63-FZ (as amended on 30.12.2015) "On Electronic Signature", a certification center is a legal entity, individual entrepreneur either a government agency or agency local government performing functions of creating and issuing certificates of keys for verifying electronic signatures, as well as other functions.

The sixth stage is the introduction of electronic document management in the company, the organization of a specific exchange of electronic documents. Invoices are drawn up in electronic form by mutual agreement of the parties to the transaction and if they have compatible technical means and capabilities to receive and process these invoices in accordance with the approved format.

What should the agreement with the certification center contain?

When concluding a contract with a certification center, you need to pay attention to legal status certification center. The accreditation of the certification center is carried out on condition, in particular, that it fulfills the requirements for the availability of financial security for liability for losses caused to third parties due to their trust in the information specified in the certificate of the electronic signature verification key issued by such a certification center, or information contained in the register of certificates , which is maintained by such a certification center, in the amount of at least 1.5 million rubles.

When concluding an agreement with a certification center, it is important to pay attention to the subject of the agreement. According to article 432 of the Civil Code of the Russian Federation, these are conditions that are mandatory for contracts of this type. The contract is considered concluded if the parties, in the form required in the appropriate cases, have reached an agreement on all the essential terms of the contract. That is, it is important to spell out the subject of the contract most clearly.

The subject of the agreement follows from the law "On electronic signature".

Verification Center:

creates certificates of keys for verification of electronic signatures and issues such certificates;
establishes the validity period for certificates of keys for verifying electronic signatures;
cancels the certificates of keys for verification of electronic signatures issued by this certification authority;
issues electronic signature tools upon request of the applicant;
keeps a register of certificates of keys for verification of electronic signatures issued and canceled by this certifying center;
establishes the procedure for maintaining the register of certificates;
generates electronic signature keys and electronic signature verification keys at the request of applicants;
checks the uniqueness of keys for verifying electronic signatures in the certificate registry;
checks electronic signatures upon requests from participants in electronic interaction;
carries out other activities related to the use of electronic signatures.

The responsibility of the certification center occurs in the following cases:

non-fulfillment or improper fulfillment of obligations arising from the contract for the provision of services by the certification center;
non-fulfillment or improper fulfillment of obligations (clause 3 of article 13 of the Federal Law dated 06.04.2011 No. 63-FZ (as amended on 30.12.2015) "On electronic signature").

As additional conditions the contract with the certification center may provide for insurance.

How to organize electronic document flow within the company?

Within the company, electronic document management should be organized like clockwork. After all, it is important that electronic document management involves scanning documents, signing with an electronic digital signature. This means that you need a specialist who is responsible for electronic scanned copies, and at the workplaces of managers, special software must be installed that allows you to sign documents.

Drafting, execution and approval of projects electronic documents carried out according to the general rules of office work established for similar documents on paper. An electronic document must have all the requisites established for a similar document on paper, with the exception of a seal imprint, since a seal is not a mandatory requisite. Inside the company, methods of confirming actions with electronic documents can be used, in which an electronic digital signature is not used. For example, without an electronic digital signature, documents can be submitted for control.

If you want to organize the workflow with your counterparties, then you must include the relevant provisions in the contract with the counterparty.

Documents are generated and signed electronically. The means of electronic digital signature used must be certified in accordance with the established procedure.

The easiest way is to organize electronic document flow with authorities, for example, with the tax service. for this, it is also necessary to obtain an electronic signature and conclude an agreement with a certification center. Most often, taxpayers submit declarations, explanations, invoices to the tax authority. As a "feedback", the documents are formed by the tax authorities in accordance with the Order of the Federal Tax Service of Russia dated April 15, 2015 No. ММВ-7-2 / [email protected]"On approval of the Procedure for sending documents used tax authorities when exercising their powers in relations regulated by the legislation on taxes and fees, in electronic form via telecommunication channels and on recognizing as invalid certain provisions of the order of the Federal tax service dated 17.02.2011 No. ММВ-7-2 / [email protected]».

These documents include:

clarification requirements;
controlled foreign company notices;
notification of summoning the taxpayer (tax payer, tax agent);
tax notice;
decisions to suspend transactions on the accounts of the taxpayer (payer of the fee, tax agent) in the bank and transfers of his electronic money;
decisions to cancel the suspension of transactions on the accounts of the taxpayer (payer of the fee, tax agent) in the bank and transfers of his electronic money;
decisions on conducting an on-site tax audit;
other documents.

Thus, if we talk about internal corporate electronic documents, then their circulation will be regulated by internal local acts, if we talk about relationships with counterparties, then such relationships are regulated by the parties, and if the document flow is organized with the authorities, then the authorities will act in accordance with the procedure for electronic workflow adopted for a particular company.

How to organize storage of electronic documents?

The main normative act governing the storage of electronic documents are the Rules for organizing storage, acquisition, accounting and use of documents from the archival fund of the Russian Federation and other archival documents in state authorities, local governments and organizations (approved by Order of the Ministry of Culture of the Russian Federation No. 526, hereinafter referred to as the Rules). V this document for the first time, rules for storing electronic documents are established.

How do you need to store documents?

At first, it is necessary to prepare a list of cases for a specific organization. The nomenclature of cases will differ depending on the company and field of activity.

The nomenclature of cases is used to group executed documents into cases, systematize and record cases, determine the terms of their storage and search for documents. The nomenclature of cases is the basis for compiling inventories of cases of permanent and temporary (over 10 years) storage, as well as for accounting of cases of temporary (up to 10 years inclusive) storage.

Secondly, it is necessary to form cases. for this, it is necessary to conduct an examination of the value of documents that will be stored in electronic form. Let us remind you that there are standard storage periods for individual documents. For example, accounting documents are kept for 5 years, while tax documents are kept for 4 years.

Thirdly, it is necessary to check that the data is stored electronically in the case nomenclature. For example, “Time and attendance schedules. Electronic documents ".

Fourth, you need to archive the documents.

Before you can store an electronic file, you need to:
- unload from the electronic system (if the document is created in any special software product);
- protect against possible changes by saving in a suitable format;
- write to the storage medium.

The generally accepted format for storing and archiving electronic documents is PDF / A. It should be distinguished from the usual PDF, with each update of which there are new possibilities for working with files. PDF / A is for something else: it is a format for long-term archival storage of electronic documents.

The fifth step is the compilation of inventories. The inventory includes all electronic files that have been generated in relation to electronic documents. However, instead of the number of sheets, which is indicated when forming cases on paper, the volume of electronic documents is indicated.

The inventory format may look like this:

The name of the position of the head structural unit
	Signature	Decoding
Date of signature

AGREED Job title head of the preschool educational institution
	Signature	Decoding
Date of signature

Archive Manager (person in charge of the archive)
	Signature	Decoding
Date of signature

In general, it is much more convenient to store documents in electronic form, because there is no need to search through the whole room of paper documents in the future when searching for documents. It is also easier to provide documents in electronic form at the request of the tax, Pension Fund, and other inspectors.

In some cases, it is necessary to destroy documents. For example, memos were kept for a long time, the storage period has expired and it is necessary to destroy them. In this case, an examination of the value of the documents is carried out. Such an examination can be carried out by a special commission. Based on the results of the examination, an act on the allocation of documents for destruction is drawn up. The form of such an act is developed by the company independently. And on the basis of the act, disks or other media are simply destroyed.

In conclusion, it should be noted that, of course, the future belongs to electronic documents. However, it is important to properly organize electronic document management. Many companies are faced with problems of incorrect organization of workflow, when only one workplace in a department or even a department is connected to electronic workflow, when more than half of the documents are still in paper form. Therefore, all questions regarding electronic document management must be resolved “on the shore” at the stage of system implementation.

DEPARTMENT OF THE FEDERAL SUPERVISION SERVICE

IN THE FIELD OF CONSUMER RIGHTS PROTECTION AND HUMAN WELL-BEING

IN THE REPUBLIC OF KALMYKIA

FBUZ "CENTER OF HYGIENE AND EPIDEMIOLOGY IN THE REPUBLIC OF KALMYKIA"

ORDER

from 23.12.2011
No. 208-p / 298-pr
Elista

About electronic document management.

In order to implement the order of the Federal Service for Supervision of Consumer Rights Protection and Human Wellbeing dated December 22, 2011 No. 923 "On the procedure for the exchange of documents created in electronic form"

I ORDER:

1. Heads of departments and territorial divisions (Bogoslavskaya G.I., Solomkina L.B.Savchenko S.P., Pronicheva T.A., Namsinova E.I., Frantsuzov A.A., Dzhevakov E.O., Ubushiev A B., Kharinov V.G., Tarbaev A.I., Teldzhiev S.B., Utnasunov V.B.), deputy chief physicians of the FBUZ "Center for Hygiene and Epidemiology in the Republic of Kalmykia" (Darbakova T.A., Mikhalyaeva L.B.) to the chief physicians of the branches of the FBUZ (Boychenko E.L., Lidzheev A.A.-S., Nasunova N.N., Mankirov M.A., Ubushieva N.A., Ubushaeva G.S., Tserenov Sh .B.) Accept for execution the order of the Federal Service for Supervision of Consumer Rights Protection and Human Welfare dated 22.12.2011 No. 923 "On the procedure for the exchange of documents created in electronic form."

2. Document flow between the Office of Rospotrebnadzor in the Republic of Kalmykia, FBUZ "Center for Hygiene and Epidemiology in the Republic of Kalmykia" and central office Of the Federal Service for Supervision of Consumer Rights Protection and Human Welfare, to be carried out exclusively in the form of electronic documents signed by the electronic signature of an authorized person, with the exception of documents specified in the list (Appendix 1).

3. Dispatch of documents in hard copy should be canceled.

4. The documents listed in the list (Appendix 1) must be submitted to Rospotrebnadzor only on paper.

5. Preparation and approval (approval) of organizational and administrative documents in departments and territorial divisions Directorates of Rospotrebnadzor in the Republic of Kalmykia, FBUZ "Center for Hygiene and Epidemiology in the Republic of Kalmykia" shall be carried out in the form of electronic documents.

6. Control over the implementation of this order shall be entrusted to the Deputy Head of the Department for Supervision in the Field of Consumer Rights Protection and Human Wellbeing in the Republic of Kalmykia, D.N.Sandzhieva

Head Yashkulov K.B.

Chief physician of the FBUZ "TsGiE" for the Republic of Kazakhstan Dzhambinov S.D.

Appendix 1 to the order

dated "___" _______ 2011 No. ____

Scroll

documents submitted to Federal Service on supervision in the field of consumer protection and human well-being on paper

Draft decisions on the undesirability of stay (residence) of a foreign citizen and (or) stateless person on the territory of the Russian Federation.
Plans for financial and economic activities of subordinate institutions.
Budget estimates and estimates of income and expenses of territorial bodies and state institutions.
Agreements on the procedure and conditions for the provision of subsidies for financial security fulfillment of the state assignment to provide public services(work execution).
Acts of inspections of financial and economic activities of territorial bodies and subordinate institutions.
Annual financial statements.
Documents with a chipboard stamp.
Acts on the write-off of fixed assets (in the form approved by the decree of the State Statistics Committee of Russia dated January 21, 2003 No. 7).
Acts on the write-off of vehicles (according to the OS-4a form, approved by the decree of the State Statistics Committee of Russia dated January 21, 2003 No. 7).
Real estate transfer and acceptance certificates (OS-1a form).
FSUE activity programs.
Documents for the state defense order.
Decisions on a complaint against a decision in cases of administrative offenses.
Documents on the execution of a private court ruling.

Administration of St. Petersburg
PRIMORSKY ADMINISTRATIVE DISTRICT
TERRITORIAL ADMINISTRATION

On the implementation of electronic document management systems
and office work

1. Assign responsibility for the preparation of computer tools of office work units and a local area network (LAN) for the implementation of electronic document management and office work systems (hereinafter - EDMS) in accordance with the requirements of a private technical assignment (Appendix No. 1 to contract No. 1008 / 25-2000 of 23 August 2000) and the implementation of measures to ensure the technical performance of electronic office management systems for the head of the department of information systems and databases of the department of economy and city order Miroshnik M.I.

2. Assign responsibility for the trial operation of the systems, training of employees of office work units, the introduction of EDMS in the units of the territorial administration to the head of the affairs department KV Gulyaev.

3. The head of the department of information systems and databases of the department of economy and city order Miroshnik M.I. and the head of the department of affairs Gulyaev K.V. together with the general executor of the ESED project - the State Enterprise "Computer Development Center", to ensure the pilot operation of electronic office work systems, the preparation of technical means and the acceptance and delivery of the systems for industrial operation.

4. I reserve control over the execution of the order.

Head of Territorial Administration
Yu.L. Osipov

The text of the document is verified by:
official mailing list

An approximate form of an order for the implementation of an electronic document management system (prepared by the experts of the company "Garant")

Order
on the implementation of an electronic document management system

[ day month Year ]

In order to [fill in the required] I order:

1. From [date, month, year] to introduce the electronic document management system [name] in [name of the legal entity].

2. [Position, full name] by [date, month, year] to develop and approve the procedure for electronic document management.

3. Appoint [position, full name] to be responsible for electronic document management.

4. [Position, full name] organize an electronic archive of received and sent documents.

5. [Position, full name] to include in the accounting policy of the [name of the legal entity] the rules for creating, receiving and storing electronic documents.

6. Responsible for the formation and signing of electronic documents to appoint [position, full name].

7. Order to communicate to everyone structural units organizations.

8. I assign control over the execution of the order to [position, full name].

Acquainted with the order:

[position, signature, initials, surname]

An approximate form of an order for the implementation of an electronic document management system

Developed by: Garant Company, June 2016

The current version of the document you are interested in is available only in the commercial version of the GARANT system. You can purchase a document for 54 rubles or get full access to the GARANT system free of charge for 3 days.

If you are a user of the Internet version of the GARANT system, you can open this document right now or request a Hotline in system.

Regulatory support of the EDMS implementation process

So, you are seriously thinking about the implementation of the EDMS. You are on the verge of a long journey, consisting of many stages: pre-project examination, selection of a software product, preliminary configuration, user training, trial operation, introduction into industrial operation. However, in order for the electronic document management system to work "officially", an appropriate paper document is needed. Today we will analyze all the stages of the system implementation and consider the regulatory documents that should regulate them.

The activities for the implementation of the EDMS at the enterprise must be supported by administrative documents. And the more clearly the list of necessary measures, the procedure for their implementation and the responsibility of the officials involved in the implementation will be fixed in the orders / instructions, the faster and more efficiently the work on the implementation of the EDMS will be carried out.

1. Pre-project survey, choice of software product.

The administrative document (as a rule, this is an order) issued by the management at the first stage of implementation contains the justification for the need to implement the EDMS, and the text indicates the person in charge, or several persons who must:

Determine by what forces the system will be implemented (on its own or with the involvement of a work contractor);

Determine the general contractor for the work;

Determine the approximate scale of implementation and the planned budget.

The result of work under the above order is most often a commercial proposal worked out on both sides.

2. Creation of a working group and approval of the work schedule.

After the software product and the contractor are selected, it is necessary to create an administrative document, which will define:

The head of the implementation group on the part of the customer;

Composition of the working group;

Tasks for preparing a work schedule, attracting other specialists involved in the implementation of the EDMS (preparation of technical equipment, information and software etc.).

In the future, it will be necessary to issue an order on the approval of the work schedule for the implementation of the EDMS. Taking into account this plan, all subsequent stages of implementation go through.

3. Approval of the list of users, and determination of the system administrator.

The administrative documents must contain a list of EDMS users, as well as the schedule for their training. The training schedule can be fixed by an independent order / instruction. This order will help regulate the process of user training at the enterprise.

The next order will contain information about the appointment of the system administrator - this is a special user who provides and controls the work of other users of the system; he must perform work to identify the correction of user errors, supplement and change the reference data (normative and reference information).

4. Launching the system for trial and industrial operation.

Usually, after, or in the process of training users, the system is put into trial operation. A special order for putting the system into trial operation should indicate:

Terms of trial operation;

List of departments (jobs);

The timing of their equipping with software and hardware;

Responsible for conducting trial operation in departments.

The same order may contain instructions on the approval of temporary regulations (rules, procedures) for working with the EDMS.

After the trial operation, it is necessary to prepare a list of proposals or recommendations for the transition to the EDMS, which, as a rule, if the proposals were prepared by employees of the customer's organization, are drawn up in the form of an internal service document. This document contains information about the problems that arose during the trial operation, as well as suggestions for adjusting the system.

After the fulfillment of all disagreements and adjustments, the electronic document management system is accepted into industrial operation, which is fixed by a separate order, which should indicate:

the composition of the functions of the EDMS or its parts, technical and software tools taken into commercial operation;

a list of officials and a list of divisions of the customer organization responsible for the operation of the EDMS;

the procedure and terms for the introduction of new forms of documents (if necessary);

the procedure and terms for the transfer of personnel to work in the conditions of the functioning of the EDMS.

After the completion of the commissioning work, it is necessary to make changes to the local regulations(job descriptions, regulations governing work with documents, etc.). The instructions should take into account the innovations associated with the use of the EDMS at the enterprise. Correct design We will analyze such changes in documents in the following articles.

Order for the implementation of the sed

The implementation of any electronic document management system has its own specifics. It consists of time-consuming preparatory work aimed at creating optimal conditions for the use of automation tools. Methodological materials will help specialists in the implementation of document management systems to master a new professional field. We are talking about the documentation of management.

Preparation for the automation of workflow often results in an independent consulting project, during which the organization of workflow in the company and preparation of processes for inclusion in a new information system are carried out.

The preparatory stage should:

audit the processes of working with documents and assess the current situation;
identify the needs of management and the problems that employees have in the processes of working with documents;
depending on the needs of the management and the problems identified, make changes to the current system or propose in principle new system organization of document flow;
regulate work with documents: prepare a package of normative documents that will consolidate the rules for working with documents, establish the legal framework for working in the electronic document management system.

The consulting project of preparation for workflow automation has a number of peculiarities.

Firstly, the share of consulting in projects for the implementation of electronic document management systems is quite high, and the preparatory stage itself has a significant impact on the effectiveness of implementation.

Secondly, the consulting project is at the junction of two subject areas - management documentation and information technology (IT). Therefore, the successful completion of such a project requires special knowledge that implementation specialists often do not possess.

Thirdly, Russian office work has strong traditions and deep roots, which also has an impact on the automation of document management processes.

Based on the specifics of the consulting project, you can draw up a portrait of a qualified consultant. Such a specialist is proficient in the subject area of management documentation and is able to speak with specialists in the field of office work in the same professional language. However, he knows functionality the system of electronic document management to be implemented and has a good command of survey techniques and description of business processes.

A natural question arises from the professional portrait of a consultant, where to find such a consultant?

Developer help

Firm "1C" - the developer of the system "1C: Document Management" approached the solution of this problem systematically and thoroughly. A new direction of activity was opened - methodological support of projects for the implementation of electronic document management programs. Today there are two directions of methodological work:

Development of ready-made methods for setting up document flow and enterprise inspection.
Training to work according to ready-made methods.

As part of the development of ready-made methods for setting up document flow and inspection of the enterprise, a methodological product “Set of normative documents. Methods of setting up office work and workflow ”. The product is available in two versions for different business segments. Each set of documents is tied to the capabilities of a specific version of the 1C: Document Management program.

In support of the methodological product, a two-day training course "Preparation for document flow automation" was launched. Training course contains the basics of office work and explanations on how to work with sets of regulatory documents. During the training, students work with examples of documents, learn to evaluate the current local regulations that govern the work with documents, formulate comments on them and draw up new documents of different types.

The methodical product "Set of normative documents", in essence, is a ready-made technology, and not a textbook on office work. This is a collection of local regulations on the organization of office work, in which all processes are tied to the "1C: Document Management" program. The kit helps to prepare for implementation in a short time: to organize office work in the company. And, importantly, the set of documents will require only minor revision on implementation, taking into account the industry specifics of the company. According to experts, the volume of such revision does not exceed 30%.

Regulations

Contents of the set of documents:

Order "On the launch of an electronic document management system into trial / industrial operation."
Order “On work in the electronic document management system.
Regulations on office work and document flow.
Regulations on the service of documentation support of management.
Job descriptions of employees of the management documentation service (or job description secretary-clerk for small companies).
Regulations on work with administrative, contractual and regulatory documents
Regulations on work with organizational and administrative documents.
Regulations on work with contractual documents.
Regulations on work with regulatory documents.
Album of unified forms of documents, which includes 26 templates and 8 forms of documents.

Let's take a closer look at each of the regulatory documents.

Order "On the launch of an electronic document management system into trial / industrial operation" contains instructions:

to take into operation an electronic document management system;
ensure the provision of access to the electronic document management system;
train employees to work in the electronic document management system.

The order delimits the areas of responsibility between the management documentation service and IT in terms of the operation of the electronic document management system. The order applies to all employees of the organization and obliges them to work in the new information system.

Order "On work in the electronic document management system" establishes the legal framework for working with electronic documents: equates the actions of employees in the electronic document circulation system with actions performed within the framework of paper document circulation. These actions include:

orders issued within the framework of the electronic document management system;
sighting of documents;
comments, judgments, conclusions posted in the information system to draft documents;
familiarization of employees, carried out by means of electronic document management;
delegation of powers for the execution of documents and consideration of draft documents.

Regulations on office work and document flow, included in the set of documents, was drawn up in strict accordance with the Methodological Recommendations for the development of instructions for office work in federal executive bodies (approved by Order of Rosarkhiv No. 76 dated 23.12.2009).

step-by-step description of all stages of preparation and passage of documents;
the recommended composition of the organization's documents;
rules for current and archival storage;
actions of specific performers in the electronic document management system.

The regulation is aimed at ensuring the legal force of those documents that will be created within the information system, as well as at automating document flow processes.

One of the criteria for legal force is the execution of the document in the prescribed manner. Therefore, the provisions of the document are aimed at creating conditions for employees of the organization for the possibility of choosing the correct type of document for a specific business situation, and its correct execution, namely:

bringing documents to uniformity (creating document templates based on unified texts);
reduction in the number of types of documents used (unification of types of documents).

The Regulations indicate all operations that must be performed in the electronic document management program (Fig. 1). This will greatly simplify the adaptation of employees to the new information system.

Rice. 1. An example of an operation that must be carried out in an electronic document management program

The set of documents contains ready-made regulations governing the activities of the management documentation support service:

Regulation on the service of documentation support of management;
Job descriptions of employees of the management documentation service.

Regulations on the service of documentation support of management fixes the organizational structure, defines the area of responsibility of the service and contains a detailed list of tasks and functions performed by its employees.

The proposed list of tasks and functions is the most complete and has an optimal division of areas of responsibility between divisions of the management documentation support service. If necessary, tasks and functions can be supplemented with missing ones or redundant ones can be removed from the list.

In the description of functions, there are instructions for performing procedures in the electronic document management program (Fig. 2):

Rice. 2. Instructions for performing procedures in the electronic document management program

Job descriptions of employees of the management documentation service developed in accordance with the proposed organizational structure of the unit and consolidate the distribution of tasks and functions among employees. In addition, job descriptions:

concretize job duties service staff: contain a detailed description of the operations performed;
establish qualification requirements to positions;
are the basis for job descriptions for the recruitment service;
allow new employees to quickly master job responsibilities.

Job descriptions also contain instructions for performing operations in the electronic document management program (Fig. 3):

Rice. 3. Instructions for performing operations in the electronic document management program

When preparing for the automation of document flow, you need to pay attention to such important areas of work as administrative, contractual and internal rule-making activities.

Management activities are implemented by adopting management decision... In each organization, many management decisions are made by leaders of different levels. All these decisions must have such characteristics that ensure its rationality, feasibility, validity, timeliness, economic efficiency.

Despite the apparent multitude of management decisions taken, management activities are still characterized by the repetition of management functions. Therefore, it is necessary to highlight the same type management functions and develop common rules for them.

A well-functioning management decision-making system is a criterion for efficiency management activities generally.
For the organization unified system making management decisions is necessary:

To formulate the rules for making managerial decisions by managers of different levels or different management bodies.
Automate the procedure for making a managerial decision and monitoring its implementation.

Regulations on work with organizational and administrative documentation regulates the process of making managerial decisions, both individual and collegial.

do right choice type of administrative document;
create administrative documents according to ready-made templates;
transfer the processes of passing administrative documents from the standard provision to the "1C: Document Flow 8" program;
organize timely and continuous monitoring of the implementation of decisions taken;
organize storage of both electronic versions and originals of administrative documents on paper;
ensure timely updating of administrative documents;
to build the work of the collegial bodies of the organization.

Contractual work is a priority for most companies. The quality of the organization of contractual work determines its effectiveness. Regulations on work with contractual documentation is aimed at building a management system for contractual work and contains the rules for conducting contractual work, as well as a methodology for its automation.

Compliance with the requirements of the document will allow:

prepare contractual documents in unified forms in accordance with accepted standards;
reduce the time for negotiating contracts by using standard forms with pre-agreed conditions and possible deviations from these conditions;
minimize legal and commercial risks associated with non-fulfillment of contractual obligations or loss of documents

One of the central places in ensuring the effectiveness of management is occupied by the development, implementation, use and maintenance of regulatory documents. Requirements for the regulation of official activities are established by the standard GOST R 52294-2004 “Organization Management. Electronic regulations of administrative and service activities ".

Regulations on work with regulatory documentation supports the requirements of the standard and contains the rules for creating regulatory documents, standards for the formation of a single regulatory framework for the organization.

The Regulation establishes centralized control over the preparation of regulatory documents and their placement in a single regulatory base, which makes the rule-making work more transparent and systematic.

Compliance with the requirements of the document will allow:

reduce labor costs for the development of new regulatory documents;
to guarantee the compliance of the newly created regulatory documents with the regulatory environment;
to minimize the risks associated with the lack of regulatory documentation or with their irrelevance, unavailability or complexity of presentation;
create a platform for internal training of employees in their functional duties;
reduce the time required to search for regulatory documents.

Thus, the use of ready-made sets of regulatory documents reduces the time required to prepare for the automation of workflow, allows you to build an organization's office work in accordance with the current regulatory and methodological requirements, and also sets a single corporate standard work with documents in the organization. The binding of all normative documents of the set to the electronic document management program makes it less painful for employees to adapt to work in the new program, and the actions themselves in the system become more effective.

Order and Directive: Enterprise Issue Procedure

The procedure for issuing orders and orders consists of separate stages, which are carried out in a certain sequence. It would be wrong to start the article with a direct consideration of these stages. First, you need to determine the main purpose of the order and order, identify the similarities and differences that exist between these types of documents.

Order and order: what are the similarities and differences

It should be noted right away that the order and the order refer to administrative documents 1 issued under the conditions of a sole decision-making. In such conditions, the power on all management issues at the enterprise as a whole belongs to its head, and on management issues within the structural unit - to the head of the corresponding level.

Instructions and decisions contained in the text of an order or instruction may be directed to:

● improvement organizational structure enterprises;

● choice of means and methods of carrying out the main (or production) activities of the enterprise;

● providing the enterprise with financial, labor, material, informational and other resources;

● approval of organizational documents and changes to them, etc.

It should be noted that instructions and decisions contained in orders or instructions are binding on all or certain employees of the enterprise.

And now we will try to identify the differences between the types of documents we are considering.

Order Is a legal act issued by the head of an enterprise (its structural unit), acting on the basis of one-man management in order to resolve the main and operational tasks facing the enterprise.

Order 2 is a legal act issued solely by the head, mainly collegial body, in order to resolve operational issues; as a rule, it has a limited duration and concerns a narrow circle of officials and citizens.

Currently, in practice, several approaches are known that determine in what cases orders should be created, and in what - orders.

1.On small businesses, where only the head (or, in his absence, the acting head) has the right to sign administrative documents, orders are issued for the main tasks (for example, for the tasks of the main activities of the enterprise, for the tasks of improving the organizational structure, etc.), and orders - on operational issues and issues of informational and methodological nature(for example, on issues of recruiting for work on weekends and holidays in connection with production necessity, on issues related to the organization of the execution of orders, instructions, etc.).

2.The second approach is acceptable for medium and large enterprises, where the right to sign administrative documents is possessed not only by the head of the enterprise, but also by the heads of structural divisions. In this case the head of the enterprise issues orders, which apply to the entire enterprise as a whole, and managers structural divisions issue orders, whose actions usually only apply to the subordinate to this leader structural subdivision.

Orders and orders are divided into three subtypes:

● by core business;

● personnel;

● on administrative and business issues.

Stages of issuing orders and orders

In the procedure for issuing orders and orders, eight stages can be distinguished 3:

1. Initiation of the issuance of an order or instruction.

2. Collection and analysis of information for the preparation of a draft document.

3. Preparation of a draft order or instruction.

4. Coordination of the draft document.

5. Completion of the draft order or instruction according to the comments of the approvers.

6. Signing an order or order.

7. Registration of an order or instruction.

8. Bringing the order or instruction to the executors.

The above stages are carried out sequentially, from the first stage to the eighth, in addition, the fifth stage may be absent altogether if at the stage of approval there are no comments on the draft document.

Let's consider each stage separately.

Initiation of the issuance of an order or instruction

Draft orders and orders may be prepared in the following cases:

● on a planned basis (in accordance with a previously developed plan or program);

● on behalf of the company's management;

● on the initiative of heads of structural divisions or subordinate enterprises, as well as individual specialists.

The justification for the need to issue an order or instruction can be set out in a memorandum, a certificate of analytical or informational content, a proposal, a conclusion, an act, an official letter. These documents act as initiating decisions.

LLC "Novostroyregion-A" receives a letter-message from the software developer JSC "Technologies of the 21st century" about the release of a new version of the software product for warehouse accounting "Warehouse +", as well as a CD-disk with an update module and instructions for updating.

Having received this letter, the head of Novostroyregion-A LLC issues a resolution in which he instructs the warehouse manager A.V. Stepanov. analyze the new capabilities of the warehouse accounting automation system and report on the need to switch to a new version of the program.

Stepanov A.V. prepares a memo addressed to the general director, in which he informs that the transition to the new version of the system will allow more efficient organization of work on accounting of goods and increase the efficiency of personnel.

Having studied this memo, general manager creates a new resolution in which he instructs to prepare a draft order on the commissioning of a new version of the warehouse accounting automation system.

That is, in this situation, the initiating documents for the issuance of the order were a letter from OJSC "Technologies of the 21st Century" and memo the head of the warehouse Stepanov A.V. On the basis of these documents, the head of the enterprise gave instructions to prepare a draft order.

Collection and analysis of information for the preparation of a draft order or order

This stage involves, first of all, the collection and analysis of objective, sufficient and timely information necessary for the development of a management decision, which will subsequently be reflected in the issued order or order.

Sources of information can be:

● legislative acts and regulatory documents;

● current documentation of the organization;

● documents coming from other organizations;

● publications in periodicals;

● scientific materials, etc.

The result of the collection and analysis of information is the development of a management decision. It is worth paying attention to the fact that in the process of analyzing information, different options decisions and after their comprehensive assessment, one is selected, the most acceptable.

Continuation of Example 1

In the case considered in Example 1, the sources of information include both internal documents of the organization and documents received from a third-party organization.

The internal documents of Novostroyregion-A LLC, necessary for study, include: the current position on work in the warehouse management automation system "Warehouse +", the order that approved it, as well as a memo.

In addition, it is necessary to study in detail the attachments sent by JSC Technologies of the 21st Century with a letter dated January 9, 2007 No. 2 / 02-15.

Preparation of a draft order or instruction

Speaking about project preparation, it should be noted that the specialist (or developer) prepares the project, not the document. The project has no legal force, and in order for the draft administrative document to become an order or order, it must go through the approval and signing procedure. In addition, registration of the document is required after signing.

A draft order or instruction is prepared by a specialist or specialists of structural units. If the draft document affects the interests of various departments, then by decision of the management of the enterprise, a temporary commission should be created or a group of workers appointed to prepare the draft.

Draft orders and directives 4 are drawn up in accordance with the requirements of GOST R 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for paperwork "5 (hereinafter - GOST R 6.30-2003).

So, draft orders and orders are printed on forms A4 format, i.e. 210 × 297 mm. Usually, special forms are developed for orders and orders. According to GOST R 6.30-2003, they are called “forms of specific types of documents”. Such forms (except for the letter), depending on constituent documents organizations, include the following details:

● State emblem of the Russian Federation (or the emblem of a constituent entity of the Russian Federation, or the emblem of an organization, or a trademark (service mark);

● name of the type of document;

● place of compilation or publication of the document;

● as well as restrictive marks for details:

- registration number of the document.

The sizes of the fields of the forms deserve special attention. So, in accordance with GOST R 6.30-2003, the form must have fields at least:

The left margin is used for filing a document into a file. From this we can conclude that when developing forms of documents for long (over 10 years) and permanent storage periods (which include orders and orders), it is better to set the left margin in the range of 30–35 mm, and not 20 mm.

Table 1. Mandatory details of the order and instruction

name of the type of document

no need to draw up, present on the form

place of compilation or publication of the document

no need to draw up, present on the form

document registration number

drawn up after signing at the time of registration of the document

heading to text

drawn up when preparing a draft document

document approval visa (can also be, if necessary, the document approval stamp)

fully formalized during the approval of the draft document

drawn up at the time of signing the document

depending on the constituent documents, the State Emblem of the Russian Federation (or the emblem of a subject of the Russian Federation, or the emblem of an organization, or a trademark) may be present 6

no need to draw up, present on the form

Monitoring and execution

control mark

drawn up when placing a document for control

Removal from control and forwarding of the document to the case

a mark on the execution of the document and its direction in the case

drawn up when removing from control and sending the document to the case

Now let's move on to considering the features of the design of draft orders and orders. Let's start with rules for composing the text. He always spelled out in first person singular and consists of two parts:

● ascertaining (or preamble) and

V the ascertaining part the rationale for the prescribed actions is given. If the basis for the issuance of an order or instruction was a legislative or regulatory legal act of a higher organization or a document previously issued by this organization, its name, date and number are indicated in the ascertaining part. In this case, formulations such as "Based on", "In execution", "In accordance with" can be used. If an order or order is issued on an initiative basis, in the ascertaining part, the goals and objectives of the prescribed actions are formulated, the facts or events that caused the issuance of the order or order are stated.

The ascertaining part usually begins with the words "For purposes", "In connection", etc.

There are cases when the ascertaining part may be absent due to the fact that the prescribed actions do not need explanation or justification 7.

The ascertaining part in orders is separated from the command word "I ORDER:", and in orders - by the word "PROPOSE:" or "DIRECT:". These words are printed on a new line from the field in capital letters.

Administrative part should contain a list of the prescribed actions with an indication of the performer of each action and the timing of the performance.

Often there is a division of the administrative part into points due to the fact that it is assumed that there are several executors for various orders with their own terms of readiness.

Organizational and administrative documentation. Requirements for paperwork: Guidelines on the implementation of GOST R 6.30-2003.

In the event that the action involves a specific performer, the corresponding paragraph of the document should begin with the position and surname of the performer (initials in the text are placed after the surname) in the dative case. Organizations or structural subdivisions can be indicated as executors.

Information about the managerial action is conveyed by a verb in an indefinite form and an addition with the designation of the object of the action. For example:

1. A.D. Kotov, Head of the International Operations Department. prepare a draft “Instructions on the organization of work on. ".

2. S.G. Melnikov, Head of the Legal Department. provide the International Operations Department with the necessary regulatory legal acts and methodological documents.

The indication of the due date is given in a separate line and is drawn up as the date of completion of the execution. For example:

3. Submission deadline 15.07.2003.

In the last paragraph of the administrative part, specific persons are indicated who are entrusted with control over the execution of the administrative document. For example:

Control over the execution of the order shall be entrusted to the Deputy Chairman of the Management Board of the bank KM Sidorov.

Typical instructions for office work in federal executive bodies, approved by order of the Ministry of Culture of Russia dated November 8, 2005 No. 536.

If the order changes or cancels any of its provisions, then one of the paragraphs of the administrative part of the text must contain a link to the canceled document (paragraph of the document) indicating its date, number and title. The text of the paragraph should begin with the words “To be declared invalid. ".

The order should not include the item “Order to inform. ". Subdivisions (officials), to whose attention the order is communicated, are listed in the mailing index, which the executor prepares together with the draft order.

The text of any organizational and administrative document drawn up on A4 paper must be printed through one and a half line spacing.

An order or instruction may have different appendices 8: provisions, regulations, lists, lists, graphs, tables, sample documents, etc. However the requisite "Mark of the presence of the application" is never drawn up on orders and instructions due to the fact that the link to the application is given directly in the text of the administrative document.

If the appendix is of a reference or analytical nature (diagram, table, list, etc.), then in the text of the order or instruction a reference is given "according to appendix 2" or "(appendix 2)". In this case, on the first page of the application in the upper right corner, the word "Application" is written, below is a link to the order or instruction. If there are multiple applications, they are numbered.

Appendix No. 2
to the order of CJSC "Alternative-M"
dated 11.01.2007 No. 1

If an approved document (regulation, rules, instructions, etc.) is an annex to the administrative document, a mark is made in the corresponding paragraph of the administrative part: “(attached)”. And on the most approved document in the upper right corner of the first page, the requisite "Document approval stamp" is drawn up.

Heading must be drawn up without fail on all projects of orders and instructions and include summary document.

He must answer the question "about what (about whom)?"

In this case, the heading should occupy no more than five lines with a total length of up to 150 characters, be printed from the margin (i.e. without paragraph indentation) through a single line spacing without quotes and not underlined, start with a capital letter and end without using a period.

We will not dwell on the issues of registration of the mandatory details of the order or order form, since this is described in detail in the article by E.M. Kameneva "Development of forms of organizational and administrative documents", published in magazines No. 8 ’and No. 9’ 2005

When the draft order or instruction is prepared, the next stage begins - the approval of the draft administrative document. It is inextricably linked with another stage - the finalization of the draft according to the comments of the coordinating officials. Therefore, we will consider both of these stages at the same time.

Coordination of the draft order or instruction and revision of the draft according to the comments of the coordinating officials

Approval of the draft document implies:

● internal approval or endorsement (if internal approval is sufficient to issue a document), which is drawn up with the requisite "document approval visa";

● external approval (if it is necessary to conduct an examination of the solution in other organizations). External coordination of draft orders and orders is rarely resorted to, so we will not dwell on it in this article 9.

The provision of high-quality preparation of draft documents and their coordination with stakeholders is entrusted to the heads of departments who submit the project.

Section 2.7.1.2. Typical instructions on office work in federal executive bodies, approved by order of the Ministry of Culture of Russia dated November 8, 2005 No. 536.

Section 2.7.1.2. Model instructions for office work in federal executive bodies, approved by order of the Ministry of Culture of Russia dated November 8, 2005 No. 536.

Drafts of orders (orders) and applications to them are endorsed by the executor 10 and the head of the subdivision who submitted the project, the heads of the subdivisions for whom tasks and assignments are provided in the project, as well as the head of the preschool educational institution and the legal service (endorses the drafts of normative legal acts). Objections to the draft order (instruction) arising from the approval are set out in the certificate that is attached to the project.

If, in the process of approval, changes of a fundamental nature are made to the draft order, then it must be reprinted and re-approved.

Draft orders (instructions) submitted to the head for signature are endorsed by deputy heads in accordance with the distribution of responsibilities.

The enterprise must develop a list of types and subspecies of 11 documents indicating the persons whose visas are required upon approval, i.e. with an indication of the main coordinating, or table of forms of documents 12.

The stages of preparation of the draft document, its approval and revision according to the comments of the approvers can be carried out in the so-called "traditional" way or with the help of an office automation system and electronic document management.

With the "traditional" method a draft administrative document is prepared on a form and submitted for approval in paper form.

In this case, visas of officials are affixed at the bottom of the reverse side of the last sheet of the draft document. A specialist preparing a draft order or instruction can make the basis for further affixing visas by indicating the positions and names of the approvers on the back of the last sheet of the draft document. The requisite "document approval visa" must be drawn up in accordance with GOST R 6.30-2003.

Section 3.24. GOST R 6.30-2003. Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for paperwork.

Document approval is issued with a document approval visa (hereinafter referred to as a visa), which includes the signature and position of the person approving the document, a decryption of the signature (initials, surname) and the date of signing. For example:

Personal signature of A.S. Orlov
date

If there are comments on the document, the visa is issued as follows:

Notes attached
Head of the Legal Department
Personal signature of A.S. Orlov
date

Comments are stated on a separate sheet, signed and attached to the document.

At the discretion of the organization, a sheet-by-sheet sighting of a draft document or the possibility of issuing visas of a document on a separate approval sheet is allowed. At the same time, the form of the approval sheet is not regulated by either GOSTs or legal acts, and in accordance with this, in different organizations, the approval sheet may have a different form.

When submitting a draft administrative document on paper for approval, only one type of project route is possible: sequential. This means that at the same time the draft document can only be held by one of the coordinating officials. In practice, there are often cases when a draft document must be coordinated by heads of the same level, and the order of their approval does not matter. Accordingly, a sequential document negotiation route is not always the best solution.

In addition, the "traditional" method of approval "eats up" a lot of working time from the employees of the enterprise. After all, a draft document on a paper basis must be independently attributed to the coordinating officials or transferred through the management documentation service (hereinafter referred to as the preschool educational institution service). In the latter case, the approval of the document is stretched for a long time, since first the project must be referred to the service of the preschool educational institution, then it is necessary that the secretary or the person responsible for the office work of the necessary unit take the project from the service of the preschool educational institution and transfer the project for approval to his manager, and after approval, return the project to the service DOE ... This procedure should continue until the project is agreed by all the necessary officials... As a result, on average and large enterprises approval of one draft document may take several days.

Coordination of draft documents using office automation systems and electronic document management has many advantages over the "traditional" method. With this approach, the developer of the draft document creates a project in the system, indicates the type of route of movement of the draft document during approval and activates the approval procedure.

The following routes of approval are possible:

● sequential: when the project first goes to the first approver; after he completes the approval, the project automatically goes to the second approver, etc .;

● parallel: when the project is received simultaneously by all the approvers at once and they agree on the draft document in any sequence;

● parallel-sequential (or mixed): when a draft document first arrives at one group of officials, who can carry out approval in any sequence; and only after all officials from the first group have agreed, the project is sent to the next group of officials.

If we consider the coordination of draft orders and orders, then it can be noted that the most optimal would be a parallel-sequential route. In this case, it is possible to organize coordination along the following chain:

● 1 group of approvers - the executor (or developer) of the draft document;

● 2nd group of coordinators - the head of the contractor;

● 3 group of approvers - the head (or an employee of the preschool educational institution), who checks the draft administrative document for the correctness of execution;

● 4th group of coordinators - heads of departments, who are provided with tasks and assignments in the project, as well as the head of the legal service;

● 5th group of coordinators - deputy (or deputies) of the head of the enterprise.

Coordination using automated systems also has whole line advantages over "traditional" negotiation. Let's name the main ones:

1. The developer does not need to waste time on delivering the project to the coordinating officials, since this is done by the system in accordance with the specified route.

2. The developer can indicate the time during which the official is obliged to agree on the draft document.

3. The developer of the draft document can at any time see how the document is being approved, which of the officials has made the approval and which visa has been issued.

4. The approving officials will quickly find out that they have received a draft document for approval thanks to a special notification system.

5. The draft document is agreed to the maximum short time.

6. The draft document cannot be lost during the approval process.

7. The system can store all versions of the project, visas and comments of the approvers.

Despite the above, rather significant advantages of "electronic" approval, it is currently used in a small number of enterprises. And the reason for this is the following: it is possible to automate work with draft documents, including the approval stage, only if all managers become active users of office automation and electronic document management systems, because they are the main coordinating officials. Unfortunately, today practice shows that in most organizations and enterprises, the main users of automation systems are secretaries and those responsible for office work, whose competence does not include the approval of draft documents.

Now let's consider what happens if one of the approvers does not agree with the content of the draft document.

In the event that one or more approvers comments of a principled nature, changing the essence of the document, the project must be reprinted (i.e. must be created a new version of the draft document) and re-agreed.

If during the approval the editorial comments, do not change the content of the project, then the project is also subject to reprint, but re-approval in this case is not required.

Signing an order or order

The agreed draft document is submitted to the head for signature.

If the approval visas were issued not on the back of the last sheet of the project, but on a separate approval sheet, then in this case it is also necessary to transfer the approval sheet of the draft document to the manager.

The signature of the manager turns the draft document into a full-fledged document, after which it must be registered.

Registration of an order or instruction

Document registration- this is a record of credentials about a document in the prescribed form, which fixes the fact of its creation, sending or receiving.

In our case, registration will record the fact of creating a document. It should be noted that registration is also needed for further accounting of documents and organization of reference work.

Registration can be done in one of three ways:

● a record of the document in a paper journal (journal registration form);

● by recording on a paper registration and control card (registration card form);

● entering information about the document into the office automation and electronic document management system (automated registration form).

It should be noted that at present it is precisely the automated registration of documents that is advisable, since it has many advantages over the magazine and card registration forms. Here are a few of these benefits:

● quick search for documents by any requisite or requisite;

● automatic generation of reports, summaries, conducting reference and analytical work on documents;

● automatic control over the execution of orders (documents);

● possibility of simultaneous registration of documents at several workplaces and others.

Moreover, automated registration of documents is possible without the introduction of specialized software at the enterprise.

In most small companies, it is carried out using the MS Excel program by filling in an ordinary table.

During registration, the document is assigned registration number and date of the document. The date of the order and order must be the date of signing, from which it can be concluded that orders and orders must be registered on the day of their signing.

Registration of documents is carried out within groups, depending on the name of the type of document. In addition, orders (as well as orders) on the main activity, on personnel and on administrative and economic issues are registered separately. This means that the above subtypes of orders and orders will not have a common, but separate numbering.

Now we will give the requirements for the registration of the registration number and the date of the document, enshrined in GOST R 6.30-2003.

Section 3.12. GOST R 6.30-2003. Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for paperwork.

The registration number of the document consists of its serial number 13, which can be supplemented at the discretion of the organization with the index of the case according to the nomenclature of cases, information about the correspondent, executors, etc.

The registration number of a document drawn up jointly by two or more organizations consists of registration numbers documents of each of these organizations, separated by a slash in the order of indication of the authors in the document.

Section 3.11. GOST R 6.30-2003. Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for paperwork.

The date of the document is drawn up in Arabic numerals in the sequence: day of the month, month, year. The day of the month and the month are drawn up with two pairs of Arabic numerals separated by a dot; year - in four Arabic numerals.

Allowed is a verbal and numeric way of formatting the date, for example June 05, 2003, as well as formatting the date in the sequence: year, month, day of the month, for example: 2003.06.05.

Usually, to register the date of an order and instruction, it is the digital method that is used, for example, 05.02.2007.

Bringing the order or instruction to the executors

Bringing the administrative document to the performers is the replication of the document, its distribution (as soon as possible) or transfer to the performers.

With the "traditional" organization of office work, most often copies are made of orders and orders, less often extracts are made, which are then sent to the performers or employees of the organization in accordance with the mailing list (it is also drawn up and signed by the performer).

If, when working with documents, an office automation and electronic document management system is used, then in most cases (when an employee does not need to be introduced to a document against signature, which is important, for example, when drawing up some administrative documents on personnel), the registered document is sent to employees using the used systems. This approach allows the addressees to receive a document as soon as possible, as well as to save material and time resources that are spent with the "traditional" approach for copying documents and transferring copies.

It is worth noting that most of the administrative documents are put under control in the preschool educational institution before being brought to the attention of the performers. However, control over execution is already a separate big topic, which we paid enough attention to last year. 14 , 15 .

Continuation of the topic - in the article by V.P. Kozyreva "Development of drafts of administrative documents: interaction of the executive officer and a specialist in office work."

When an experienced specialist shares his best practices, it is always interesting. And especially when it comes to establishing constructive interaction with colleagues from other departments. You will learn how to prepare a draft administrative document in compliance with the rules of office work and all the intricacies of the Russian language. GOST R 6.30-2003 fixes only the most basic requirements for the execution of administrative documents. The author tells how they were finalized (expanded) and implemented in an interregional telecommunications company. Specific examples language for different situations and the availability of design samples make the article very convenient for its practical application in your work. The article was published in the July 2007 issue of the journal "Office work and document management at the enterprise".

1 Regulatory documents - documents in which decisions of administrative and organizational issues of the institution's activities are recorded (order, order, etc.). - A short dictionary of types and varieties of documents. - M .: VNIIDAD. - 1974.

2 At present, an order is also a legal act issued by one person: - by the head of state - the President of the Russian Federation; - the head of a collegial authority and management body within the competence granted to him, for example, an order of the Chairman of the Government of the Russian Federation; - the heads of the executive power of the constituent entities of the Russian Federation - governors, mayors, etc.

3 See the operagram life cycle of the order on the main activity in the article by Yu.V. Khimich on page 32 of the journal No. 2 ’2007.

4 Some orders and instructions on personnel must be drawn up on the basis of Article 9 of the Federal Law of November 21, 1996 No. 129-FZ "On Accounting" according to unified forms approved by the Resolution of the State Statistics Committee of Russia dated January 5, 2004 No. 1 "On Approval of Unified Forms primary accounting documentation for labor accounting and remuneration ”.

5 GOST R 6.30-2003 is advisory in nature for all organizations, except federal bodies executive power. Despite this, the strict implementation of its provisions speaks of a high culture of documenting information and working with documents.

6 If u commercial organization there is no organization logo or trademark (service mark), then this requisite is not issued.

7 For an example of an order without an ascertaining part, see the article by T.A. Kuznetsova on page 45 of magazine No. 2 ’2007.

8 See the article by E.M. Kameneva. "Some subtleties of application design", published in No. 11'2006 on page 26 of the journal "Office work and document management at the enterprise."

9 For the procedure of external approval, see the answer to the question on page 37 of the journal No. 6 ’2006.

10 The contractor is understood as a specialist who is engaged in the development of a draft document.

11 The type of document is the belonging of the document to the documentation system according to the characteristics of content and purpose (for example, order, order, act, etc.). In this case, a subtype refers to a group of documents of the same type, united by the nature of the issue presented in the document (for example, orders to conduct training, orders to conduct certification, orders to create an expert commission, etc.).

12 The table of forms of documents used in the activities of the organization 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, stages of preparation and passage.

13 Sequential numbers are assigned during the calendar year, i.e. from the beginning of next year, serial numbers will again start with one.

14 See the article by O.V. Ryskova "Control over the execution of orders: requirements of the regulations of federal executive bodies" on page 24 of the magazine No. 1 ’2006.

15 See articles by Ye.M. Kameneva on the methods of control over the execution of orders on page 72 of magazine No. 9 ’2006 and on page 76 of magazine No. 10’ 2006.

A special order for putting the system into trial operation should indicate:

Terms of trial operation;
List of departments (jobs);
The timing of their equipping with software and hardware;
Responsible for conducting trial operation in departments.

The same order may contain instructions on the approval of temporary regulations (rules, procedures) for working with the EDMS. After the trial operation, it is necessary to prepare a list of proposals or recommendations for the transition to the EDMS, which, as a rule, if the proposals were prepared by employees of the customer's organization, are drawn up in the form of an internal service document. This document contains information about the problems that arose during the trial operation, as well as suggestions for adjusting the system.

Regulatory support of the SDS implementation process

The effectiveness of the implementation of an electronic document management system, of course, is due to both its cost and the volume of processed documents, as well as the specifics of the company's activities.

Important

Calculations show that, in general, the introduction of an electronic document management system pays off in a year or two.

Stages of implementation of an electronic document management system Sooner or later, every manager comes to the realization of the need to automate the document management system in an enterprise, whose goal is to optimize his production and organizational activities.

Sample order for approval of workflow

After the software product and the contractor are selected, it is necessary to create an administrative document, which will define:

The head of the implementation group on the part of the customer;
Composition of the working group;
Tasks for preparing a work schedule, attracting other specialists involved in the implementation of the EDMS (preparation of technical equipment, information and software, etc.).

An example of an order on the creation of a working group In the future, it will be necessary to issue an order on the approval of the schedule for the implementation of the EDMS.

Taking into account this plan, all subsequent stages of implementation go through.

An example of an order for the approval of the schedule 3. Approval of the list of users, and determination of the system administrator.

Implementation of an electronic document management system

Pre-design survey, selection of software product.
The administrative document (as a rule, this is an order) issued by the management at the first stage of implementation contains the justification for the need to implement the EDMS, and the text indicates the person in charge, or several persons who must:

Determine by what forces the system will be implemented (on its own or with the involvement of a work contractor);
Determine the general contractor for the work;
Determine the approximate scale of implementation and the planned budget.

The result of work under the above order is most often a commercial proposal worked out on both sides.
2. Creation of a working group and approval of the work schedule.

control of the route and processing of each document, including compliance with the deadlines for their execution and approval;
improving performance discipline and minimizing the risk of loss of documents and unauthorized access to confidential information;
the ability to quickly search for any document or package of documents in accordance with the requests generated by the executors;
reduction of the transit time of control signals both vertically and horizontally;
increasing the productivity of employees and the efficiency of the entire organization as a whole.

Responsible for the formation and signing of electronic documents to appoint [position, F.

AND ABOUT.]. 7. The order shall be communicated to all structural divisions of the organization.

8. I assign control over the execution of the order to [position, F.

AND ABOUT.]. [position, signature, initials, surname] Familiarized with the order: [position, signature, initials, surname] The current version of the document you are interested in is available only in the commercial version of the GARANT system.

You can purchase a document for 54 rubles or get full access to the GARANT system free of charge for 3 days.

Buy a document Get access to the GARANT system If you are a user of the Internet version of the GARANT system, you can open this document right now or request it via the Hotline in the system.

Order on the implementation of the sed sample

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Order for the implementation of an electronic document management system [date, month, year] N [value] In order to [fill in the required] I order: 1.

From [day, month, year] to introduce the electronic document management system [name] in [name of the legal entity].

Position, full name] by [date, month, year] to develop and approve the procedure for electronic document management.

Attention

Appoint [position, F.

AND ABOUT.]. 4. [Position, full name] organize an electronic archive of received and sent documents. 5. [

Position, full name] to include in the accounting policy of [name of the legal entity] the rules for creating, receiving and storing electronic documents.

The group needs to identify the management needs of senior executives as well as the user needs of the frontline executives.

This will help form the basic requirements for the system and set them down in the form of a technical task. At the second stage, taking into account the developed requirements, the choice of the electronic document management system is carried out, which will be optimal both in terms of functionality and cost. If the tasks solved by the company's document management system are specific enough, the electronic system can be developed on a turnkey basis and then it is the members of the working group who will most closely communicate with the developers, formulating specific tasks for them. At the third stage of the implementation of the electronic document management system, it will be installed and, if necessary, the fleet of technical equipment will be updated, the outdated equipment will be modernized and new equipment will be purchased.