Any organization, regardless of form of ownership and field of activity, creates documents. Orders, protocols, letters, electronic and paper. All of them are part of the general and personnel management of the enterprise. The success of the business and the prosperity of the company directly depend on how well-established this process is.
General basics of office work organization
Paperwork is a process of creation and circulation of all documents of an organization. Including their reception, processing, statement on control and execution. At the enterprise, this activity is carried out by a secretary, an office manager or an entire unit headed by a leading specialist - a document specialist.
The main stages of office work are:
- Creation or receipt of documents, including their registration.
- Control over the execution of the document, its transfer to the addressed officials, signing, response and other actions.
- Paperwork for operational or archival storage. In some cases, the destruction of files and papers is possible.
Record keeping at the enterprise can be organized in various ways, the following types are most common:
- decentralized - documents are created, accepted and processed individually in each unit. This is true for large enterprises with diverse activities;
- centralized - the organization has a special unit engaged exclusively in work with documentation. This may be the secretariat, office department or one employee performing these functions. Characteristic for small and medium enterprises;
- mixed - includes a combination of the first two types.
No matter how organized the paperwork - this should be reflected in the regulatory documents of the enterprise.
Record keeping and document management at the enterprise - organizational necessity
The financial success of the company’s activities directly depends on how well organized the workflow process is. Managers should select competent personnel, regularly poison secretaries for further training and monitor changes in legislation.
In any organization, paperwork is, in fact, the "circulatory system" of the enterprise. With a competent approach, it functions smoothly, delivering the necessary papers to responsible officials, sending letters, removing unnecessary documents for storage.
Any company manager understands that paperwork is a system that must act clearly and competently. If necessary, consider various options for electronic assistants and, accordingly, train staff to work in these systems.
HR records management as the basis for stable operation of the enterprise
At most large enterprises, they are actively engaged not only in general, but also in personnel records management. That is, a system that includes documents related to the personal and labor data of employees.
Personnel records management is characterized by much more stringent regulation. Most documents are issued on standard forms. All wording and notes must be in accordance with the law - in particular, the Labor Code. In addition, the company has its own acts regulating working relations with employees.
The organization of personnel records management is always a separate unit of the enterprise.If the company is small, then it may be one employee, but in this case, his duties must be specified in the employment contract.
The names of the units can be very different:
- "Human Resources Department";
- "Personnel Service";
- "HR managers";
- HR department.
Regulation of office work and workflow
The structure of an enterprise’s clerical work must be spelled out in local regulations.
It can be:
- collective labor contract;
- instructions for the organization's clerical work;
- job descriptions of employees directly related to work with documents;
- company charter.
Any regulatory documents of the enterprise relating to personnel and general office work should not contradict the current legislation.
Properly organized personnel and general paperwork is the basis of the stable operation of the enterprise.
