Official rights and obligations of a document manager

Each official has certain rights and obligations related to his official activities. They are directly spelled out in his job description, are indicated in the employment contract. In the article we will analyze the rights and obligations of the document manager in this vein. Consider what requirements are presented to this employee, that he should know what responsibility is provided for him.

Professional knowledge

The responsibilities of a document manager begin with the fact that a specialist must have a certain body of knowledge necessary for doing official work.

The following standard set is prescribed in the job descriptions:

Normative, legislative, legal acts, orders, orders, other decisions of higher structures relating to the documentation of the activities of the employer.
The main provisions of the Unified State Records Management System.
Standards for a unified structure of organizational and administrative documents.
Methods of planning, designing and further development of documentation systems.
Techniques of designing, planning, conducting documentation support using computing and computer equipment.
The procedures for registration, classifications, storage, examination of working documentation.
The procedure for exercising control over the execution of documentation.
Requirements for handling various documents - incoming, internal, outgoing.
Requirements for planning and reporting documentation on the activity vectors of structural units of an organization.
Organization of archiving.
Regulatory documents and methodological developments on the design and use of automated management information systems.
Basics of documenting.
Basics of programming.
Domestic and foreign experience in the field of documentation support for the activities of the employer.

General knowledge

The responsibility of the document manager will also be the possession of the knowledge that is necessary for any member of the team, an employee of the service sector, working in the office:

The procedure for operating a computer, other office, computer equipment.
Fundamentals of sociology, ergonomics, social psychology.
Fundamentals of economics, as well as personnel management, management, labor organization.
Russian labor legislation.
The rules of the internal working schedule of the employing company.
Charter, collective agreement of the employing organization.
The provisions of the Russian Constitution.
Existing norms and rules on labor protection.
Office ethics.
The culture of communication.
Basics of administrative law.
Fire safety regulations.

Leadership in Activities

The duties of a document manager at school, at an enterprise, in a commercial company are also the management of the following acts in their activities:

Constitution of the Russian Federation.
Actual Russian legislation.
Charter of the employing organization.
The collective agreement of the employer.
The internal labor regulations in the organization of the employer.
Orders, decrees, direct orders of the employee.
Job description.

Functional responsibilities of a document manager

This is an essential element of all job descriptions. The responsibilities of a document manager in an organization, of course, depend on the vector of its activity, the number of document managers and other factors.

The standard set is as follows:

Development and implementation of technological processes of working with documentation (documentary data) based on the use of computer and office equipment. This includes accounting, control, execution, issuance of certificates, operational storage.
Participation in the planning, organization, improvement of the document management department of the employing organization. Monitoring the general state of office work.
Preparation of proposals to ensure a set of measures for ergonomic working conditions, rationalization of working places of workers on the documentation support of the organization.
Development of unified documentation systems, sheets of business papers for various purposes, management level, document data classifiers.
Organization and implementation of a document management system.
Measures to streamline the composition of documentation, various information indicators, reduce their number, organize searches for business papers.
Participation in the selection of documents submitted for state storage, in the examination of the value of business papers.
Taking part in setting goals, planning, designing, operating and improving information auto systems, information management systems.
Taking part in the development of innovative information technologies, which are based on the use of microprocessor and computer technology, design and further updating of databases.
The study and synthesis of advanced Russian and foreign experience in the field of documentation support activities.
Development of normative and methodological documentation in the field of their competence.
Taking part in the selection, placement, training and advanced training of personnel from the documentation department.

Of course, the responsibilities of a document manager in kindergarten may be somewhat different. The direction of the organization's activities directly affects the filling of this section of the job description.

responsibilities of a document manager in an organization

Second variation

If we talk about the job responsibilities of a document manager at school, then the following set can be presented here:

Record keeping in accordance with administrative documentation.
Ensuring full, high-quality and modern performance of official tasks.
Rational use of material, technical resources as part of the performance of work tasks.
Preservation of entrusted documentation from disclosure of commercial, official secrets.
Registration of incoming correspondence.
Monitoring the timely execution of documentation.
Preparation and delivery to the archive of executed documents.
Security monitoring of trusted business papers.
Preparation of reporting, planning documentation.
Printing and duplication of office documents.
Preparation of draft orders for educational activities.
Issuance of certificates to employees and students.
Maintaining and providing accounting (monthly) time sheets.
Execution of other instructions of their direct leadership.

Specialist Rights

We determined the job responsibilities of a document manager at the institution. Now we mention the rights of this worker:

Making suggestions on improving the organization of documentation support, its rationalization in the framework of existing standards.
The requirement from the services, departments, individual employees who prepare the documentation in the organization to follow certain standards and norms.
Development and implementation of unified, unified documentation systems, time sheets of business papers, compliance with requirements and guidelines in the field of document management.

Extended Rights

An employer may supplement the list of rights of a document manager with the following provisions:

The right to request from managers, employees of the enterprise the documentation necessary to ensure performance.
The right to use a common library, information funds, services of social, medical, household units of the employing company.
The right, in the prescribed manner, to appeal the orders of both the head of the department and the management of the company.

A responsibility

The responsibilities of a leading document manager, of course, will be broader than the functional responsibilities of an ordinary specialist. But they are both responsible for their activities. By default, it is as follows:

For failure to perform functional duties (indicated in the job descriptions).
For inconsistent reality data on the status of the execution of instructions and tasks.
For violation of the rules of the internal working schedule in the organization of the employer.
For violation of safety regulations at the enterprise, fire safety standards.

We examined the basic rights and obligations of a document manager. As can be seen from the article, the employee must also have a certain amount of knowledge when applying for this job. For improper performance of duties he is responsible.