office work- a branch of activity that provides documentation and organization of work with official documents.

Initially, the term appeared in oral speech (presumably in the 17th century) and meant the process of solving (producing) a case: “to produce a case” - to solve a problem. In the course of the decision, there was a need to consolidate the result, for example, an agreement reached. Already in the XVI century. the word is used case as a collection of documents relating to a particular case, issue. For the first time in this concept, the word "case" was recorded in documents in 1584.

Modern office work includes:

Ensuring timely and correct creation of documents (documentation);

Organization of work with documents (receipt, transmission, processing, accounting, registration, control, storage, systematization, preparation of documents for archiving, destruction).

In parallel with the term "office work" management documentation (DOE). Its appearance is associated with the introduction of computer systems into management and their organizational, software and information support in order to approximate the terminology used in computer programs and literature. "State system of documentation support for management" and "Standard instructions for office work in the ministries and departments of the Russian Federation".

Documentation— is the process of creating and formalizing a document . The state standard defines documentation as "recording information on various media according to established rules."

The scientific discipline is engaged in the study of the development of methods of documenting and information carriers - document management .

Organization of work with documents— this is to ensure the movement of documents in the management apparatus, their use for reference purposes and storage. The term is defined by the state standard as "organization of document circulation, storage and use of documents in the current activities of the institution."

Document management call the movement of documents in the organization from the moment they are created or received until the completion of execution or dispatch.

The technology of working with documents includes:

Reception and primary processing of documents;

Their preliminary consideration and distribution;

Registration of documents;

Document execution control;

Information and reference work;

Execution of documents;

their dispatch;

Systematization (formation of cases) and current storage of documents.


Let's expand on some of these concepts..

Registration means a record of credentials about a document in the prescribed form, fixing the fact of its creation, sending or receiving.

Document execution control — a set of actions that ensure their timely execution.

Case formation — grouping executed documents into a case in accordance with the nomenclature of cases (a systematized list of the names of cases opened in the organization, indicating the terms of their storage, drawn up in the prescribed manner) and systematizing documents within the case.

Information - information about persons, objects, facts, events, phenomena and processes, regardless of the form of their presentation. A number of requirements are imposed on management information: completeness, efficiency, reliability, accuracy, targeting, accessibility for human perception.

Documents are used in various fields of activity, branches of knowledge, spheres of life and are the object of study in many scientific disciplines. Therefore, the content of the concept of "document" is ambiguous and depends on the industry and for what purposes it is used. So, for lawyers, a document is primarily a way of proving or testifying to something, for a historian it is a historical source, a cybernetics-documentary is a carrier of information, and management experts consider it a means of fixing and transmitting management decisions.

The Federal Law "On Information, Informatization and Information Protection" provides the following definition of the concept of "document":

Document— this is information recorded on a material carrier with details that allow it to be identified. The same definition is given in the state standard for the terms and definitions of “Office work and archival business”. For a more complete description of the concept of "document", the concept of "props" should also be disclosed.

Document copy — this is a document that fully reproduces the information of a genuine document and all of its external features or part of them. A copy of the document may be facsimile or free. A facsimile copy is made on copiers, using photography, facsimile machines, and printers. For documents made on typewriters, a facsimile copy is the second and subsequent copies of documents received through carbon paper. They, as a rule, remain in the affairs of the institution. A free copy contains all the details of the document, but does not necessarily repeat its form.

Each document consists of a number of its constituent elements, which are called details (title, author, addressee, text, date, signature, etc.). GOST fixes the following definition:

Document props— an essential element of formalization of an official document.

Different documents consist of a different set of details. The number of details is determined by the purposes of creating the document, its purpose, the requirements for the content and form of this document. For many documents, the number of details is strictly limited. For a number of documents, the number and composition of details are established by legislative and regulatory acts. But in any case, as follows from the definition, the information recorded on a material carrier must be formalized by putting down the necessary details. Only then does it become a document. The set of details is form document.

In document management, a document is considered as the result of fixing (displaying) facts, events, phenomena of objective reality and human mental activity in any convenient way on special material.

Documents, having fixed (displayed) information, thereby ensure its preservation and accumulation, the possibility of transferring it to another person, multiple use, repeated and repeated return to it in time. They affect various areas of human activity and are divided into textual and graphic, traditional (handwritten, typewritten) and machine-based, scientific, technical, personal and official, etc.

The most legally significant details include: the name of the organization, the date and registration number of the document, signature, seal, stamps of approval and approval.

Official documents- these are documents created by legal entities or individuals, executed and certified in the prescribed manner. Among them, a special category is office (management) documents, which are defined by the state standard as official documents used in the current activities of the organization.

Documentation system — this is a set of documents that are interconnected according to the signs of origin, purpose, type, scope of activity, uniform requirements for their execution.

The main functions of office work: (from lat. function - “execution, implementation”)

Ø providing - providing the enterprise process with documented information of the required quantity and content;

Ø transformative – transformation of undocumented information into documented (in the form of paper or electronic documents);

Ø accounting - is expressed in the formation of a document accounting system and the assignment of accounting signs to them, allowing them to further identify documents in the process of systematization, storage and movement;

Ø processing - is expressed in the orderly handling of documents and the implementation for this purpose of actions for their systematization, storage and movement;

Ø control - is expressed in "tracking" the state of office work in the process of functioning with the aim of continuous improvement.

Principles(from Latin - “beginning”) - the fundamental principles, on the basis of which the main directions of activity are developed, the optimal means and methods for solving office tasks in each of the areas are determined:

· efficiency - the functioning of office work should contribute to the efficiency of the enterprise as a whole;

· reliability - Guaranteed meeting the needs of the enterprise in documented information;

· timeliness - the required documented information must be available to the enterprise by a certain date (in a specific period of time);

· complexity - coordinated and purposeful satisfaction of the needs of the enterprise in various types of documented information, primarily managerial;

· orderliness - documented information moves (between the enterprise and its partners, as well as within it) in accordance with the functional purpose and "throughput" capabilities of the information exchange channels provided for by the enterprise's workflow scheme;

· flexibility - the ability of the subsystem for providing documented information to self-development, depending on the operating conditions.

Management employees spend an average of 60% of their working time working with documents. The volume of technical work with documents is often so great that it interferes with the productive, core activities of the enterprise. Therefore, the rational organization of office work is considered as one of the most important tasks that ensures effective management.

The organization of office work depends on:

Ø management efficiency;

Ø profitability;

Ø efficiency;

Ø work culture of employees

The development of new information technologies in management, new office programs is carried out on the basis of traditional office work rules (registration of documents, approval, control of their execution, execution, archival storage, etc.)


The organization and conduct of office work require professional knowledge and skills. You can become a professional in the clerical sphere only after mastering the rules and techniques in working with official documents.

Record keeping is carried out special units(office management services), and in small organizations and firms - assistant secretaries.

We repeat that office work consists of two inextricably linked components:

Ø documentation;

Ø organization of work with documents.

Documentation– recording information on various media according to established rules . A large place is given to the rules of documentation. Particular attention is paid to the design of details, requirements for forms.

Requirements for the text, features of the language and style of official documents, the order of their editing are highlighted in a separate chapter. Each type of document (order, protocol, letter, act, etc.) has its own characteristics.

Office workers should be familiar with the technology of working with documents. Efficient organization of work with documents provides optimal conditions for all types of work with documents from the moment they are created or received to destruction or transfer to archival storage.

Organization of work with documents includes the organization of workflow, storage and use of documents in the current activities of the institution. It should be emphasized that the organization of work with documents is sometimes called document management technology . It includes:

document flow,

Registration of documents

control over deadlines,

nomenclature of cases

organization of the current storage of documents,

assessment of value

· processing of cases,

preparation and transfer of cases to the archive of the organization.

It is possible to talk about the existence of an office work system in an organization if:

  • - the document flow is organized, that is, the movement of documents from the moment they are created or received by the organization until the completion of execution and / or sending or transfer to the case for storage;
  • - the system of registration and accounting of documents (incoming, internal, outgoing) has been established;
  • - executed documents are placed for storage in cases in accordance with the nomenclature of cases.

Although, of course, this is not all that is necessary for the effective organization of work with documents. We can say that this is the minimum set of elements that allows us to talk about the presence of office work in the organization.

The basic principles of modern document management are reflected in the ISO 15489:2001 “Information and Documentation. Document Management. This standard has been translated into Russian and adopted as a national standard GOST R ISO 15489-1-2007 “System of standards for information, librarianship and publishing. Document management. General requirements".

The main feature of modern document management is that it is based on principles similar to those of quality management systems. Deming's well-known cycle of continuous improvement - "Plan - Do - Check - Act" is used:

  • - at the first stage, a policy is developed, all processes are regulated in detail;
  • - at the second stage, document management is carried out in strict accordance with legal and regulatory requirements and internal regulatory documents of the organization. Documentary evidence of the fulfillment of requirements is collected;
  • - at the third stage, the effectiveness of the document management system is analyzed, measures are selected to correct and improve this system. The results of the analysis are documented;
  • - at the fourth stage, the improvements and corrections planned at the third stage (which are also documented) are introduced into the system.

Throughout the cycle, training and advanced training of all employees of the organization on document management issues are regularly conducted.

This approach allows not only to constantly improve the efficiency of document management, but also to easily integrate the document management system and various management systems (quality, information security, environment, labor protection, etc.).

In documentary support, the organization of document circulation is one of the most important areas of activity.

The workflow covers the entire sequence of document movements in the management apparatus, during which operations are carried out for receiving, transmitting, reviewing, preparing, processing and sending documents. A rationally organized workflow ensures the rapid passage of documents along the shortest path with minimal time.

The organization of workflow is based on several rules, or principles that must be strictly observed:

  • 1. Centralization of operations for receiving and sending documents. This means that all documents that enter the organization, regardless of the method of delivery, and documents that are sent from the organization (with the exception of documents received and transmitted by fax and e-mail and relating exclusively to the competence of departments) must be processed in one department - office work (secretary).
  • 2. Exclusion of unreasonable return movements during the passage of the document. In the process of document circulation, documents can be returned to the authority through which they have already passed, only if this is due to business necessity (for example, at the stage of signing a document by the head, the document passes through the secretary of the head twice).
  • 3. Organization of preliminary consideration of received documents before their submission for resolution. Preliminary consideration allows you to select from the entire mass of documents received by the organization those documents that, due to their importance and significance for the organization, should be considered by the head. The remaining documents, bypassing the head, are sent for consideration to the deputy heads and to the departments, if the heads of the departments are endowed with the appropriate competence.
  • 4. One-time registration of documents received by the organization and sent from the organization. This means that a document that has entered the service of the preschool educational institution and is intended for consideration by the head or his deputies is registered in the service of the preschool educational institution and, after being considered by the head of the department, is not re-registered there. And, accordingly, the document, directly received by the unit, is registered only in the unit. Otherwise, we can say that the document lives in the organization under one registration number assigned to it in the DOW service or in the unit.
  • 5. The issuance of specific resolutions that, if possible, accurately determine the performer, assignment, deadline. Making resolutions is the function of the manager, but the secretary can also influence this process to a certain extent. The secretary needs to know that the resolution must be specific, and its wording must be such that the executor does not have questions about what goal the manager set for him when considering the document.
  • 6. Elimination of unreasonable approvals, organization of parallel approval, reduction of time for document approval.
  • 7. Delegation by the head of the right to sign documents to deputy heads and heads of structural divisions. “Reducing” the level of signing documents reduces the route, and hence the time of movement of documents during execution.
  • 8. Performance of technical operations for the processing and transmission of documents by technical staff, creative operations - by specialists and managers.
  • 9. Separation of documents included in the organization's workflow into document flows. As a rule, three document flows are distinguished: incoming (incoming) documents, outgoing (outgoing) and internal documents.
  • 10. Selection in the array of incoming documents of the so-called unregistered documents. Unregistered documents are documents that do not require execution and use for reference purposes (letters of invitation, congratulations, advertising publications, etc.). These documents have the shortest route in the organization, they are immediately transferred to the appropriate departments.

The creation of a registration system is another component of office work. To resolve the issue of how to organize the registration of documents, it is necessary, first of all, to answer a few questions:

  • 1. Who from the management of the organization has the right to sign outgoing documents (correspondence)? There can be several answers to this question:
    • - all outgoing correspondence is signed by the head of the organization;
    • - outgoing correspondence is signed by the head of the organization, as well as deputy heads of the organization in accordance with the competence granted to them;
    • - outgoing correspondence is signed by the head of the organization, deputy heads of the organization in accordance with the competence granted to them, as well as heads of structural divisions in the areas of activity of the divisions.
  • 2. Who from the management of the organization can be considered the first instance of consideration of incoming correspondence? There may also be multiple answers here:
    • - all incoming correspondence is considered by the head of the organization and, accordingly, only he makes resolutions that determine the further movement of documents;
    • - incoming correspondence has the right to consider, in addition to the head, his deputies on those issues, the solution of which is within their competence;
    • - in addition to the head and his deputies, incoming correspondence can be directly considered by the heads of departments, respectively, only on those issues on which they have the right to make independent decisions.

If only the head of the organization or the head and his deputies have the right to sign documents, the registration of documents (incoming and outgoing) should certainly be concentrated in the clerical service. If the heads of departments are also vested with this right, there can be two options for organizing registration: the first - the registration of all documents is concentrated in the office work service (as in the previous case), the second - the registration of documents passing through the management is carried out in the office work service, documents arriving at subdivisions and outgoing from subdivisions are registered in subdivisions. This option of registering documents, as a rule, is typical for large organizations, as well as for territorially separate divisions of the organization.

When creating a registration system, the choice of the form of registration of documents is of no small importance: traditional (using magazines or file cabinets) or automated (based on computer technology). Of course, not all organizations can afford to purchase a specialized automated system, but any office management service can, instead of maintaining a traditional log of incoming and outgoing documents on paper, keep an electronic log (for example, in the form of an Excel spreadsheet), which will certainly be more flexible tool when searching for documents, when conducting reference work or monitoring the execution of documents.

When organizing a registration system, you need to think over the structure of the registration number of the document (primarily, incoming and outgoing). It is desirable that the registration number of the document consist not only of the serial number of the document, but also include codes that allow you to trace the movement of the document in the course of execution or preparation. Such codes can be: subdivision code (according to the classifier of structural divisions), official code (according to the classifier of officials), etc.

For example, the registration number of an incoming document - 232/01-12 - includes the following parts: serial number of receipt (232), code of an official (01 - code of the general director), code of the executing unit (12). The serial number of the document is separated from other parts of the registration number by a slash. The registration number of the document may also include other codes, for example, the index of the case according to the nomenclature of cases, in which the document will be deposited after execution.

When organizing a document registration system, it is necessary to take into account the following provisions:

  • - registration of documents is carried out according to arrays of documents (document flows): incoming documents - one array, outgoing - another, internal - the third (in each of them, if necessary, their constituent arrays can be selected);
  • - registration of documents is carried out: incoming - on the day of receipt, outgoing - on the day of sending;
  • - bringing the registered documents to the executors is carried out on the same day (the day of receipt and registration) or the next day (this means that all operations with incoming documents, including consideration by management, are carried out on the day of receipt or, if the document was received at the end of the working day, or after hours, - the next day; in large organizations with a complex structure, it can take up to two to three days to bring the document to the executor);
  • - registration of outgoing documents is carried out on the day of their signing, in extreme cases - the next day.

The third component of the office work system is a system for the current storage of documents, which allows you to systematize the executed documents and form them into cases. To carry out this work, a nomenclature of cases is needed. Nomenclature of cases - a list of headings of cases created in office work, indicating the terms of their storage. It is important to understand that the nomenclature of cases performs several functions in office work at the same time. In addition to performing the already named function, it acts as an accounting document and as a search tool. If we need to find a document for the previous years of the organization's activities, then it will be very difficult to do this without a nomenclature of cases. This and other problems are faced by organizations that do not have a nomenclature of cases and form cases on the principle of convenience in their current work, without taking into account the relationships that exist between different documents in the process of making and executing decisions, and without taking into account the retention periods of documents.

The development of a nomenclature of cases is a very important step in organizing the office work system. The nomenclature of affairs of the organization is a consolidated document (consolidated nomenclature of cases), consisting of nomenclature of cases of divisions. The divisions of the organization develop sections of the nomenclature of cases under the organizational and methodological guidance and control of the records management and archive services. To develop the nomenclature of cases, specialized organizations can be involved, performing this work on a contractual basis. If the organization does not have a specialist in the field of office work or archiving, it will be problematic to perform this work without special training.

Organization of workflow, document registration systems and systems for their current storage - this is the minimum that allows us to talk about the presence of office work in the organization. But this is not a complete list of what the office work system should include. Here are some of its equally important components:

  • - instructions for office work (documentation);
  • - forms of documents (development of forms, their accounting - the tasks of the office work service);
  • - a system for monitoring the execution of documents;
  • - regulation of the rules and processes for documenting the activities of the organization, etc.

In the organization of office work, of course, a very special place is occupied by instructions for office work. This is a regulatory document approved by the head of the organization and is mandatory for all employees of the organization. The office work instruction defines and consolidates the technology for creating, processing, processing, storing and using documents in the management activities of the organization. Strictly speaking, as long as the organization does not have instructions for office work, it is possible to talk about the office work system only with a certain degree of conventionality. But it is also not entirely correct to start work on creating an office work system in an organization with the development of an office work instruction, since the instruction should normatively consolidate the rules and methods of working with documents that have already been worked out in practice and proven by practice.

Office work is a branch of activity that provides documentation and organization of work with official documents.

The main business tasks are:

  • Creation of documents, that is, fixing them on any medium;
  • Transfer of documents for their subsequent execution or decision-making on them;
  • · Registration of documents for control over their execution;
  • · Systematization and storage of documents, quick search for documents as needed.

Business principles:

  • Efficiency in the preparation and passage of the document;
  • · High quality of documents;
  • · Optimality of document circulation (expediency of documents, inadmissibility of their multiple duplication and red tape during the passage, etc.);
  • · Paperless communication technologies where possible

There are three types of business organization:

  • centralized,
  • decentralized
  • mixed.

With a centralized form of office work organization, all document processing operations are concentrated (centralized) in a single center for the entire institution - the office, the general department or the secretary.

The decentralized form involves the dispersal of clerical operations between the structural divisions of the institution; at the same time, each of them performs a relatively homogeneous set of office operations. You should not confuse a decentralized form of office work organization, in which office work is carried out in various structural divisions of the institution, with the organizational structure of the office work service, which has specialized units: expeditions, machine bureaus, control groups, etc.

With a mixed form, operations are performed centrally (reception, registration, control, reproduction of documents) and decentralized (reference and information services, storage of documents, formation of files).

The form of organization of office work is chosen taking into account the size of the institution, the volume of workflow, the composition of structural divisions. In small institutions (when documentation is carried out directly in subdivisions), as well as in territorially dispersed ones (located, for example, in different districts of a large city), a centralized form is chosen. In most institutions and organizations, a mixed form of office work organization is used.

The most rational form of organizing individual office processes and operations is centralization, since it allows you to: reduce the cost of office operations; improve the organization of work of office personnel and, in particular, introduce its rationing; ensure specialization and interchangeability of workers; use progressive and productive technical means; ensure the unity of organizational and methodological leadership. In modern conditions, it is possible to completely centralize clerical services only in relatively small institutions. In large institutions, one should strive for the expedient centralization of certain functions of office work, such as receiving and sending documents, registering and monitoring the execution of documents, shorthand and printing documents, their reproduction, and methodological management of office work.

In small institutions that do not have common departments, departments of office work, office work is carried out by the secretary-referent of the head.

If an organization or institution has a large amount of documents, then a structural unit is introduced that is responsible for office work: the office, the general department, the office work department, etc. The activities of this structural unit are reflected in a specially developed provision.

In order to regulate the office work process, determine the methods and methods for creating and processing documents in the organization, office work departments develop instructions for office work, which are established by order of the head of the institution. In the world of computer technology, office work began to lose its popularity and office work came to replace it.

Document management in the world of paperless technologies. Structure and components of the electronic document management system

document management electronic paperless office

The increase in information flows in science, business, production, culture requires a certain response from information technology. Society spends a huge amount of paper, and the information received on paper is less dynamic than electronic.

The idea of ​​paperless technology has more than one decade behind it. At the same time, today we can only talk about the partial implementation of this idea.

And here are some reasons:

  • · Obtaining information in electronic form requires a habit (it can be called rather a psychological aspect);
  • · Paperless technologies require thorough technical support: appropriate computer technology, high throughput of communication lines, manufacturability of algorithms;

Paperless technologies require solid legal support (for example, in Belarus at the moment not a single tax inspectorate will accept a report only in electronic form, not a single court will accept an agreement certified by an electronic signature, etc.).

An electronic document management system (EDMS) is an automated multi-user system that accompanies the process of managing the work of a hierarchical organization in order to ensure that this organization performs its functions. At the same time, it is assumed that the management process is based on human-readable documents containing instructions for the employees of the organization that are necessary for execution.

As a result of studying the material in this chapter, the student should:

know

  • regularities and main characteristics of the office work system;
  • the main legislative acts and regulatory legal acts regulating the work with documents;
  • stages of the formation of office work as a technology for working with documents;
  • basic business operations;

be able to

Determine the place of office work in the structure of public administration in various historical periods;

own

The skills of comparative analysis of the technology of working with documents in various historical periods of the development of office work.

Mandatory office work

Writs office work got its name from the name of the system of central executive bodies of the Russian centralized state of the XVI-XVII centuries. - orders. They arose as governing bodies due to the fact that the confidants of the Grand Duke (boyars and clerks) relied, in turn, on their close associates and assistants. In the process of fulfilling long-term or permanent assignments, permanent functions were gradually developed and a certain staff of service people was formed, who were assigned to solve specific issues and carry out specific assignments.

A certain hierarchy of officials was formed who had the right to make decisions, which were documented and stored to consolidate the management precedent, “case proceedings” were carried out, and both the issue and the document in which it was fixed were called “case”. In modern language, “case management” is understood as “solving issues”. Thus, a system of central executive bodies - orders, and local executive bodies - orders (moving) huts in the counties gradually took shape. The orders had a uniform structure: they were divided into tables (subdivisions formed depending on the issues of activity), and the tables were divided into povyas (for specific areas of work). Orders were headed by judges - officials with the right to judge, i.e. make decisions. The clerks, performing the functions of "comrades" (assistant judges), were appointed from among the children of the boyar and other duma ranks (roundabout, duma nobles). In the middle of the XVI century. boyars, members of the Boyar Duma were appointed judges, and by the end of the 17th century, when 50 orders were formed, they could be led and led mainly by clerks from among the “service people”, i.e. accepted into the public service. Under the leadership of the old (senior) clerk, clerks of the middle hand (middle) and younger (junior) clerks worked in tables and povytyas. The middle clerks prepared a draft decision on the resolution of the clerk or senior clerk, and the junior clerks in the process of documenting the decisions acted as scribes.

When considering managerial issues, decisions were made on the basis of the principle of combining unity of command and collegiality. If questions had previously arisen in the activities of the order, and in the Sudebnik or in the index ("note") books and among the stored documents it was possible to find a similar fixed decision on this issue (administrative precedent), then the judge or the clerk made the decision alone. If the issue arose for the first time, then it was discussed by the judge with the clerks, and the decision was made collectively. In necessary cases, a complex issue that arose for the first time was referred to the Boyar Duma for consideration. Both the decision-making and their documentation, including the type of document and the procedure for its certification (“send a memory to Vologda ...”; “... behind the deacon’s hands ...”, i.e. signed by the deacon), were based on the norms customary law (enshrined in the Code of Laws) and were formed as a tradition, custom, professional skill, which was mastered and transmitted by service people. On the basis of customs, a certain sequence of operations for working with documents has developed, i.e. and technology, and the basics of workflow.

On the document received in the order (above the first line of the column above the address), the date of its receipt was drawn up. After reading the document, the clerk most often instructed to find a similar issue in the documents of the order that could have been resolved earlier (administrative precedent), and make a copy of the relevant document, so most often the clerk's resolution was formulated: "Write out." The necessary documents were selected in the tables or povyas, and the old clerks, who knew the form, form and characteristic turns of the text of the types of documents used, drew up a draft or draft of the response document (material was being prepared “on the case for the report to the clerk”, i.e. a draft decision based on documents). The clerk checked the prepared draft decision, made comments and corrections (“ink”) and transferred it for rewriting (making a draft ready for signing). The old clerk "corrected" the document, i.e. his visa, called "right", testified that the draft document and its final draft were identical, the decision made was documented correctly. The clerk or the judge signed the document with "iripish" - the actual signature of the official responsible for the decision, the attribution gave the document legal force. The old clerks made an entry about the decision made in the index (“notebook”) book of the order.

Documents in the XVI-XVII centuries. were columns, i.e. glued sheets of an “Alexandrian” sheet of paper cut vertically into three parts, which in format slightly exceeded the current standard AZ format. “On the right” and “attribution” were drawn up on the back of the document at the places where the sheets were glued (“by the lines”) by syllables, and both the visa and the signature included the name of the position, the name and surname of the official (“di-ak Sav-va Tyut -chev"). The letters on the fold had to capture both ends of the glued sheet of paper in order to keep the gluing place intact and prevent fakes and inserts of foreign sheets. Thus, legal force was ensured in terms of the protection of the carrier of the document, i.e. forms.

The glued sheets were rolled up into a scroll, into a column, on the back of the first stave the address was indicated (“To our voivode in Vologda ...”), the column was sealed with the seal of the clerk and sent or transmitted in response to a request. The draft of the document with the corrections of the deacon was pasted into one of the general columns, which were to be kept in the order in chests with the seal of the deacon. Sometimes the glued columns were a "question - answer", i.e. a peculiar thing, but most often the gluing of documents was carried out in common tapes, three-dimensional columns, simply “according to the chests”, i.e. but general issues that were resolved in these structural divisions, as documents were accumulated.

In the same way, both books and lists (in books) were stored in orders, which were used to record accounting information that could be used as the basis for making decisions in the future. Inventories and accounting of stored documents were not widely used, but were used as a way of accounting for valuables and tangible assets. For example, when changing the voivode, documents, along with other valuables, were transferred according to the painted list (i.e., according to the painting, inventory).

The columnar form of documents, which was used primarily for the exchange of information, for correspondence, became the most widespread, therefore, office work in state institutions of Russia in the 16th-17th centuries. is called not only command, but also column.

Attention!

Mandatory office work in Russia in the XVI-XVII centuries. should be considered as a complete system.

The main types of documents of this era were diplomas different types and different, including civil law, meanings - decree, salary, bondage, bills of sale, exchange, etc. (more than 40 varieties). But in the clerk's office work, the specific composition of document flows is also gradually formed: higher authorities (the tsar, the Boyar Duma, orders) issued decrees, sentences and sent them for execution, governors were given "mandatory memory";

  • - subordinate bodies (governors in counties) sent "replies" to orders;
  • - equal bodies and officials exchanged "memories". Citizens to local authorities and government bodies

petitions were supposed to be sent, which were compiled in a special form indicating the titles of the king and in a special form of presentation of the content. Therefore, for citizens, documents were drawn up and executed by clerks who worked for a fee outside the walls of orders and in crowded places (“areal clerks”), whose activities are considered the prototype of a notary. In table. 1.1 presents the main features of order office work.

Table 1.1

The main features of the order office work

Analysis Criteria

Features of paperwork and management

Central government bodies
  • - table;
  • - howling

Management principle (decision-making procedure)

Combination of unity of command and collegiality

Legislative regulation

There is no special regulation of work with documents;

the norms of customary law are applied (Sudebniks of 1497 and 1550, the Cathedral Code of 1649);

documentation rules are formed as a custom of business turnover, which is preserved and transmitted by clerks and clerks in orders

Basic business operations
  • - Acceptance of the document (the date of receipt is issued);
  • - direction for execution (indication

for execution) and execution (documentation);

  • - sending (the address is issued);
  • - storage (in the area of ​​responsibility of the clerks who make the decision, i.e. current)

Document Form

Column, book

Document form

The identification details of the document were not separated from the text, except for the visa and signature; the type and variety of the document were determined by the characteristic turns of the text

Types of documents (specific composition of document flows)
  • - Decree, sentence;
  • - memory;
  • - unsubscribe;
  • - petition from citizens