An official document is what? Concept and types

Documents exist long ago. They appeared along with the writing. The key functions of documents are the fixation and subsequent transfer of information, the recording of information and their preservation. When implementing these tasks, various, including official documents, are used. The areas of social life in which they are used are very diverse.

Classification

As was mentioned above, various fields of life are used, including official documents. еще существуют носители информации? What other media are there? Paper can be personal. Such documents are created outside of official activities or performing public duties. They include correspondence, diaries, memoirs.

Official document

– страна с особым государственным устройством. Russia is a country with a special state structure. On its territory there is legislation, branches of power, state bodies. . The official normative documents serve as the basis for the latter. These acts establish the order of functioning of institutions, the limits of their competence, duties, rights, responsibility of officials. Their creation is a painstaking and time-consuming work. являются законы, стандарты, правила, приказы, распоряжения и проч. Official documents are laws, standards, rules, orders, orders and so on. Most of them are managerial.

Types of papers

Depending on the method of recording information, the following are distinguished:

1. Text Document. This is an act in which information of a verbal nature is present. It is recorded by any sound recording system or any kind of letter.
2. Electronic official document. акт, созданный и читаемый с использованием компьютера. This is an act created and read using a computer.
3. A typewritten official document. акт, создание которого осуществляется с использованием технических средств. This is an act, the creation of which is carried out using technical means.
4. Handwritten official document. бумага, в которой знаки наносятся от руки. This is a paper in which the signs are drawn by hand.

These categories of acts are used in the activities of enterprises and authorities. Office services carry out the processing and storage of documents.

Management papers

Depending on the attitude towards the administrative apparatus of the enterprise or the authority, the documents are distinguished:

1. Incoming.
2. Internal.
3. Outgoing.

Acts also differ in the level of access restriction. On this basis, documents are distinguished:

1. Secret. They are marked with a special stamp. To work with such documents you need a special permit.
2. Simple.
3. Service use. These acts are also marked with the appropriate stamp. They are used by employees of the authority or enterprise.

Degree of authenticity

On this basis, the documents are divided into:

1. Scripts.
2. Duplicates.
3. Copies.

The original of the act is the first or only copy having legal force. The original is certified by the official signature of the official, stamp of approval, stamp imprint and has a registration index. In the original, information necessarily confirms its reliability. For example, it can be information about the place, time of creation. Duplicate - a second copy of the original. This document also has legal force. It is issued in case of loss of the original. A copy is an act in which the original information is completely reproduced, its external signs. However, it does not have legal force. A copy may have special requisites that certify its correspondence to the original. In this case, it acquires legal force.

Storage and transmission method

For each official document, it establishes its own time in the archive. Acts can be permanent, temporary (up to 10 years) or long-term (more than 10 years) storage. The term is determined by the Federal Archives and is fixed in the list of documents. Depending on the method of transmission, they distinguish:

1. Letters.
2. Telephonograms.
3. Telegrams.
4. Faksogrammy.
5. Telexes.
6. Electronic messages.

Content

Each official document is used for certain purposes. Management acts depending on the content may be:

1. Organizational and managerial. They include, in particular, charters, regulations, orders, decisions, instructions, regulations, staffing and so on.
2. Reference and information. This category includes telegrams, letters, explanatory notes, service notes, memoranda, acts, certificates and so on.
3. Papers on staff. These include personal files, orders, workbooks, applications, contracts, summaries, questionnaires, characteristics and so on.

Structure

There are two components that make up the official document. This is an information and legal element. In the early 70's. In the archives was introduced a new concept. It became the term "documentary information". It should be understood as public information or processed at the level of human thinking forms and types of different data and recorded on a material carrier for processing and storage. Analyzing existing definitions of the document, several approaches to its interpretation are singled out. He is:

1. Material object.
2. A carrier of information.
3. Documented information.

Appointment

The definitions used in practice underline its informational essence. The act, displaying information, thus ensures their preservation and accumulation. Together with this the document assumes the possibility of further transfer of information to other persons, its repeated use. Acting as a data carrier, it is an integral part of the internal organization of any company, organization, or enterprise. Information is used in making administrative decisions, is used as evidence of their execution and source of generalization of information. In addition, the document acts as a material for reference and search activities. Within the framework of management, it is an object of labor and its result, since the decision is recorded and fixed in the act.

Requisites

They are mandatory elements that are present on each document. In particular, they include:

1. Name.
2. Text.
3. The date.
4. Resolution.
5. Griffo of approval / approval.
6. The addressee and so on.

In different acts, there is a different number of requisites. Their number is determined by the purpose of creating the document, the requirements that are imposed on the content, purpose and other factors. In many documents the number of requisites is strictly limited. If the act lacks or incorrectly indicates any of the mandatory elements, then it can be recognized as invalid.