What is a document? Types of organization documents. HR Management

Paper making is handled by any private and state enterprise. Without it, it is simply impossible to keep any records. At work, such concepts as "normative", "frames", "forms", "samples", "document" are often used. Types of documents are divided into several types, depending on the purpose. Let's consider the basic of them, and in more details we will stop on personnel office work.

Record keeping

The activity of any organization is impossible without documentary accompaniment. In addition to specific accounting and personnel papers, there are a number of others. All of them are subdivided into certain types and have a corresponding type. Consider what the concept of "document" means. Types of documents of any content are very similar to each other due to the presence of the same elements. Information, formalized according to uniform requirements, allows to systematize data and greatly simplifies the activities of the organization. Below is a list of attributes that are present on the organization's main papers, regardless of whether they are done in paper or electronic form.

Required elements of the document

Any regulatory information issued must comply with specific requirements for appearance and content. The document must contain a number of attributes:

- Date. The relevance of information is represented by this main indicator.

- Room. It is usually created according to the approved nomenclature or it can be directly changed together with other indicators, for example, the date.

- Name of the body that created the document. As a rule, these data in one organization do not change, only the structural affiliation is indicated.

- Printing. Its absence on the document makes it unauthorized. In most cases on a document, this element is inextricably linked to the following attribute.

- The signature. Certification of information in this way is the main confirmation of the correctness of the data. But the manual or electronic "stroke" of the official on the document is not enough. The official entry into force in most cases occurs only if there is a seal.

- Stamp. Does not have such legal force as a seal. Contains information about the name of the organization and its details. But its main purpose is to record the information sent by putting a date and serial number.

Forms of documents for interaction with other organizations

All information coming into the external environment from this organization should be taken into account and is usually called outgoing correspondence. The main attributes on such documents are stamp, seal and signature. The specified date is registered in special journals, which makes accounting systematized. The main forms of documents for interaction with other organizations include business letters, appeals, complaints. Accounting for the receipt of such papers as incoming correspondence is also conducted in the form of registration with the assignment of a date and number.

Internal document. Types of documents governing the activities of the organization and relations with employees

Reflection of interaction within the enterprise is manifested in one of the types of traffic and information delivery:

1. Internal regulatory and current documents. These include acts, orders, protocols and other documents regulating and reflecting the activities of the organization.

2. Paper type "organization-worker". Any of them can be called the general concept of "personnel document". Types of documents for personnel accounting are divided into two types of interaction:

- from the organization to the employee;

- from employee to organization.

The main list includes applications, orders, protocols, acts, instructions, powers of attorney, summaries, etc. Samples of documents of these categories in each organization may differ from each other, but are still typical in their content. Accounting activities should be conducted on general requirements. The list of obligatory documents of the personnel department includes:

- Local normative acts. They include: a timetable, staffing, vacation schedules, rules of procedure, documents for processing personal data of employees, accounting for labor remuneration.

- Current documents. These are contracts, registration data, personnel records and hours worked, administrative information, etc.

All documents of the organization are included in the nomenclature and have the corresponding code.

Virtual Documents

Thanks to modern technical progress, business management has become fully automated. In fact, the workflow is 100% electronic in all organizations. But at the same time a significant part is still printed on paper. With the introduction of the right to an electronic signature and its legal legality, it is planned to completely abandon the material carriers of information in the future. That is, business communication and data exchange will be virtual. This will significantly save time and reduce the length of periods for the movement of securities between organizations.