Regulations on the document circulation of the organization. Example of workflow in an organization

A document is information provided inform, corresponding to the content and purpose. A document is created with a purpose, someone for someone. But not always the source of the document and / or its addressee will be the person. The modern level is when it is possible and necessary to effectively and efficiently include machines and mechanisms in the control loop.

Process, features and speed of movementdocument depends on its form, content and functioning of the "traffic environment". The success of the organization, the economic indicators and social efficiency depends on how well the document management in the organization is organized, and this: the quality and life of the company.

About documents and document circulation

Administration, form and orderworkflow on the example of the organization is not regulated by law. There are GOSTs, by-laws and mandatory recommendations. On the part of accounting documents, papers for registration of a loan or medical opinions, there are norms of legislation.

A document is not always a strict written form. He can be :

• a form in which specific fields are filled in a certain way, having a precise semantic and syntactic content;
• page, produced in a specific form for a specific application (letter, order, terms of reference, staffing, ...);
• free form (an explanatory note of the employee, gratitude for labor achievements, resolution on the application, ...).

All three versions of documents may have paperor electronic presentation and, thanks to the availability of technical and legal tools, they are absolutely equivalent, although there are still cases when only a paper form is possible.

Despite the lack of legislativeregulation of the form and content of the document and document circulation, there is a rigid, generally accepted and not discussed practice of creating, moving, storing or destroying documents, which each organization is free to adjust for itself in any way.

Ideal example of workflow in an organization

It is fundamentally impossible to achieve the ideal:

• in any sphere of life and activity,
• Anytime,
• in any point of space,

Since each new approximation givesthe opportunity to see new horizons. There is a desire and a need to follow them. Document circulation is no exception. On the contrary, an illustrative and living example of a dynamic fixation of the process of information flow.

It does not matter how the fixing takes placeinformation: on paper or in electronic form. Currently, both forms have the same legal significance, although in some cases the paper version has advantages.

An example of a workflow in an organization thatrespects the state bodies, its partners, suppliers and consumers (customers), it is not necessarily always brought to the electronic system that controls, takes into account the documents and provides a cycle of their movement from the moment of appearance (creation) to the moment deposit or destroy.

Not all organizations havethe understanding that many documents can be executed directly by machines and mechanisms without human participation, as well as not all sources (authors) should be only people.

The usual understanding of workflow automation in the overwhelming majority of cases is at the level of a simple "signal idea" when the program is only entrusted to report on the occurrence of events.

Internal and external document turnover

Both circuits are important for successful organization. External turnover has a static value, and internal - dynamic.

The more the management understands thiscircumstance, the more perspective electronic document management system it chooses. Those wishing to show an ideal example of the movement of business papers in the organization write their own information system.

Documents can be primary and secondary. The latter always have a history of movement within the organization.

Analyzing the application of knowledge about the document and itsuse, you can evaluate the company's functional characteristics, socio-economic indicators and time parameters. This is important for both partners and consumers.

Paper, but effective or electronic, but acquired

Uniqueness is peculiar not only to man, but also to the organization. Moreover, each person appreciates his individuality and strives in every way to emphasize her dress, behavior, education and so on.

A company that buys a ready-made information system is an ideal example of document circulation in an organization that deprives its own person and forces employees to dress in "other people's clothes."

It is better to entrust your employees to work withpaper carriers in the old-fashioned way than to impose on them a third-party, but modern opinion on the documents and their use. Each employee is an important element of the organization's functionality, not an investigator of the effectiveness of other people's ideas and designs of third-party document management.

Priorities, dynamics and functionality

The external outline of the workflow is always limited,It is unpretentious and has static stability. By and large, he should attach importance no more than he deserves. For example, what is the point of "investing the soul" in relations with the tax, regulatory authorities or partners. You can somehow diversify the process of exchanging information with advertising agencies, but this, in the long run, acquires a static ordinary form.

Priority of own processing systeminformation, an important part of which is always electronic document management, does not cause any doubts. But always and everyone is sorry for the time and money to create their own system.

A combination of classical options "one es" or"Galaxy", which never do without "ixel" and a couple of third-party local economic or accounting programs, together with its own website, in order to have feedback and documents (orders, complaints, proposals, ...) from customers and partners - the usual the state of things, employees are constantly busy with routine, and there is no cost.

The dynamics of the production process canensure only the effective implementation of its own functionality. Only in this capacity is electronic document management in the organization an example worthy of imitation, and in the context of realizing one's own business idea - an excellent dynamics of production, economic and social indicators.

Regulation on the information system of the organization

Any organization is ainformation system that arises and exists in a similar environment. From the outside, the organization receives documents, it is also necessary to create documents inside the organization, some of which are regulated and binding.

A simple timetable for the organization's workflow -an example of how everyone usually does. Regulations on the rules of work, daily routine, duties of employees - the usual norm of things, but very few people are engaged in the development of the "Regulations on the information system of the organization."

From an objective point of view, managersorganizations can be guided by anything, write any positions and job descriptions. But only on how much the internal regulatory arsenal meets the requirements of reality, the effectiveness and practicality of this rule-making depends.

Regulations on documents and their movement

The system of document circulation of the enterprise ispart of the information sphere of the company, as a result of which the "Regulations on Document Management" is an annex to the "Regulations on the Information System of the Organization", but very important and connecting all its constituent elements into a single information organism.

If management intends to create an idealan example of document circulation in an organization, it means that it is really engaged in the development of a successful business, aims at making profit and improving the welfare of employees.

The peculiarity of the current state in the sphere ofthe development of programs, in particular at the forefront, in the field of distributed information processing (examples of Internet programming), is that it is almost impossible to create a mobile self-adapting application.

The task of electronic document management in an organization is an example of a simple but revealing one. Here the dynamics are peculiar:

• incoming and outgoing documents;
• algorithms for processing internal and external business papers.

Write code that can vary in accordance with changes in data and algorithms is very difficult. The costs of time and resources are not available to every organization.

Electronic document management in dynamics

Organization of workflow at the enterprise onThe example of the task of the electronic variant is actual, simple, indicative and practical. Complexity causes the process of designing code that can dynamically change. The problem is also the development time.

The order of document circulation onthe example of an organization belonging to the Federal Tax Service, the Federal Migration Service, the "Post of Russia", etc. And, it is not necessary to design the system in exact accordance, it is enough to take as a basis the structure and content of documents, use the general logic of processing.

Then the workflow in the organization = example +features of its own business idea. In the first approximation, the result will not be practical, but as soon as the first implementation of the tasks is put into operation, the cycle of their solution will become irreversible and with due attention the result will be achieved.

The creation of an information system capable of processing dynamically changing information is, first of all, the dynamics of the creation process itself.

Until a mechanism is createdadequate change of incoming, outgoing and internal documents, and the code will not be able to change independently without the participation of the programmer, it will not be possible to talk about the fact of creating an electronic document management system.

However, to come up and implement your own system to fully support the organization's information processes is like making it a brilliant and perfect success.