Classification as a method of cognition in document science. Classification characteristics of documents Classification of documents according to various characteristics

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Introduction

The course “Documentation support for management (office work)” contains

ESSENCE OF DOCUMENTATION SUPPORT OF MANAGEMENT (OFFICE PROCESS)

Basic concepts and definitions

When starting to study the course, you should first of all become familiar with the basic professional terms and definitions that are constantly encountered in working with documents.

Office work or documentation support for management (DOU) - a branch of activity that provides documentation and organization of work with official documents.

Currently, the terms “paperwork” and “documentation management” are synonymous and are used to refer to the same activity. Both terms can be found in the names of documents regulating the organization of documentation processes: “State system of documentation support for management” and “Standard instructions for office work in ministries and departments of the Russian Federation.”

Documentation – is the process of creating and formatting a document. GOST R 51141-98 (Office management and archiving. Terms and definitions) interprets documentation as “recording information on various media according to established rules.” The scientific discipline that studies the development of documentation methods and information carriers is document management.

Documentation includes all operations related to the preparation, drafting, coordination, execution and production of a document.

The oldest documentation technique was textual handwritten writing. At the end of the 19th century. With the invention of the typewriter, labor mechanization tools began to be increasingly used for documentation. During the 20th century. The office typewriter was constantly improved due to the emergence of new models of writing and organizational machines and the creation of electronic typewriters for various purposes. With the introduction of personal computers into management activities in the 1980s, they began to be actively used to create documents. Currently, almost all computers have software that allows you to automate the processes of compiling, correcting, editing, designing, producing and sending text documents. But it should be noted that the introduction of new information technologies does not exclude the preparation of documents on paper and their mandatory execution in accordance with established requirements and rules.

Today in management practice, the predominant method of documentation is typewritten or computer printing. However, a number of documents, such as statements and explanatory notes, are usually created in handwriting.

The documentation system presupposes the presence of certain requirements and norms for creating documents. These norms are enshrined in legislative acts, GSDOU (state system of documentation support for management), instructions and departmental regulatory documents on office work.

Document flow includes a set of works with ready-made documents created in an organization and received from outside. GOST R 51141-98 document flow refers to the movement of documents in an organization from the moment of their creation or receipt until completion of execution or dispatch. Document processing technology includes:

· Reception and primary processing of documents;

· preliminary consideration and distribution;

· registration of documents;

· control over the execution of documents;

· information and reference work;

· execution of documents;

· sending documents;

· systematization (formation of files) and current storage of documents.

Let's explore some of the listed concepts. So, registration means a record of accounting data about a document in the prescribed form, recording the fact of its creation, sending or receipt; document execution control– a set of actions that ensure their timely execution; case formation– grouping executed documents into a file in accordance with nomenclature of cases(a systematic list of names of cases opened in the organization, indicating the periods of their storage, drawn up in the prescribed manner) and systematization of documents within the case.

Any management decision is always based on information on the issue under consideration or the managed object. Information is identical to the concepts of “data”, “information”, “indicators”. The Federal Law of the Russian Federation “On Information, Informatization and Information Protection” dated February 20, 1995 establishes the following term:

Information– information about persons, objects, facts, events, phenomena and processes, regardless of the form of their presentation.

The most essential requirements for management information are timeliness and sufficiency for making the optimal decision. In addition, completeness, efficiency, reliability, accuracy, targeting, and accessibility of information for human perception are important. Currently, the volume of information doubles every three years. Society is experiencing an information boom. Under existing conditions, the one who owns the information controls the situation.

The predominant part of the information used in management is recorded. The material carrier of recorded information is a document.

"Document" translated from Latin - “instructive example”, “way of proof”. In modern usage, the term has several meanings. In the “Dictionary of the Russian Language” by S.I. Ozhegov gives the following interpretation of this word:

1. A business paper confirming some fact or right to something...

2. Something that officially identifies the bearer (passport, etc.)…

3. Written evidence of something...

The ambiguity of the term is due to the fact that documents are used for a variety of purposes in a wide variety of areas of human activity. For a lawyer, for example, this is primarily a means of evidence (which is evident even from the origin of this word), for a historian it is a primary source, and for a management employee it is a means of recording and transmitting information.

Specialists in the organization and technology of managerial labor O.D. Zhukovskaya and B.A. Goltsev considers any material object containing information in a fixed form to be a document; according to V.I. Losev's document is the result of displaying facts, events, phenomena of objective reality and human mental activity through writing, graphics, photography, sound recording on special material (paper, photographic film), etc.

Document(in the interpretation of the Federal Law “On Information, Informatization and Information Protection” and GOST R 51141-98) is information recorded on a tangible medium with details that allow it to be identified.

The common and most characteristic property of all documents is that they are sources or carriers of information, therefore, they contribute to the improvement of the internal organization of any enterprise or institution, and serve as the basis for decision-making, generalizations, and reference and search work.

Documents, in accordance with their purpose, can act as a means of:

· regulation of activities (statutes, regulations, rules, instructions, etc.);

· administrative activities (orders, instructions, resolutions, decisions, instructions, etc.);

· accumulation and synthesis of information (reports, acts, reports, etc.);

· transfer of information (letters, telegrams, telephone messages, etc.).

In addition, an important role in the field of management is played by documents reflecting the activities of various collegial bodies (protocols), which can act as both a means of carrying out administrative activities and a means of accumulating and summarizing information.

It is valuable for management that documents as means of evidence, evidence of certain facts, have legal significance.

All forms of management activity are reflected in the relevant documents, which act as a way and means of implementing the functions assigned to the management apparatus.

Document classification

Let's consider the classification of documents according to different criteria:

1)by the method of recording (impressing) information documents are divided into written, graphic, photo, sound and film documents:

Written (or handwritten-printed) include all handwritten and typewritten documents produced on various duplicating machines, printing and computer methods;

Graphics include drawings, graphs, maps, drawings, diagrams, plans, valuable for their illustrative nature;

Photo and film documents allow you to capture objects, phenomena and processes that are difficult or impossible to capture by other means;

Phono documents allow accurate sound recording of information and are widely used in recording meetings, conferences, etc.;

3) by name There are many types of documents: regulations, orders, instructions, instructions, reports, acts, notes, letters, warrants, plans, balances, etc. Such a classification, in our opinion, seems inappropriate, because There are many documents of the same name, but with completely different content. For example, an application for leave and an application for opening a bank account belong to different documentation systems, although they have the same name - “application”;

4) by manufacturing method documents can be standard, template and individual. Standard documents are drawn up in advance and serve as a sample text for individual ones (model rules, instructions, etc.). On their basis, specific documents are drawn up while preserving the composition, form and text of the sample.

In stencil documents, part of the text is printed on the form, and part is entered when filling it out (constant and variable information, respectively). This form is becoming increasingly widespread, because allows compilers to save time and facilitates machine processing.

Individual documents are created anew each time and are difficult to stencilize because they are compiled arbitrarily (for example, reports and explanatory notes, autobiographies), or based on a standard document;

5) by degree of difficulty simple and complex documents can be distinguished. The first includes documents containing one question, and the second includes documents containing two or more questions. Simple documents are preferable: they are easy to process, control execution, and store;

6) at the place of compilation distinguish between internal and external documents. The first group includes documents created within a particular enterprise, the second group includes documents received from outside or sent to others;

7) according to deadlines documents are divided into urgent and non-urgent. The former require execution within the time limits established by law, legal act, or manager. This category also includes those that are urgent in the method of sending or delivery (telegrams, photo telegrams, telephone messages, faxes, travel certificates, etc.). All others are considered non-urgent, they are performed as necessary within the deadlines established by the administration;

8) by origin documents are divided into official and official-personal (personal). The first group includes documents created in organizations, institutions, and enterprises regarding their activities, the second group includes documents relating to specific individuals, i.e. personal (applications, letters, complaints, etc.);

9) by degree of publicity distinguish ordinary, secret, confidential documents and documents for official use (DSP);

10) by legal force distinguish between genuine and forged documents. Documents issued in accordance with the procedure established by law in compliance with all rules are considered authentic; forged – documents whose details or contents do not correspond to the true ones.

Original documents, in turn, can be valid (currently having legal force) and invalid (lost for some reason, for example, due to the expiration of the contract).

Documents may turn out to be forged due to material or intellectual forgery. The first happens when false information is introduced into the content of a genuine document instead of correct information, amendments, erasures, etc. are made. Intellectual forgery is expressed in the preparation and issuance of a document with deliberately false content, although formally impeccable;

11) by purpose (stages of creation) documents are divided into originals (originals) and copies. The original (the one created for the first time) can be reproduced by copies (exact reproduction of the original). Legally, the original and the copy are equivalent if the copy has a special certificate (for example, a notarized copy or a duplicate of a document - a duplicate copy of the original).

There are 3 types of copies: vacation (obsolete), extract and duplicate. Vacation– a complete copy of the original sent somewhere, remaining with the sender. Extract– a copy that reproduces part of the text of the document. Duplicate– a second (repeated) copy of a document, issued, for example, due to the loss of the original.

Classification of documents.

Among the existing management systems, a special place for the implementation of a function common to all management bodies - organizing a system and management processes directly related to the organization of managerial work, and primarily its administrative and executive activities - belongs to the unified system of organizational and administrative documentation (USORD).

USORD- a unified documentation system that establishes requirements for the composition, content, construction and execution of unified documents used to solve organizational and administrative management tasks. What is meant by a document in office work?

Document, according to GOST 16.48.7 - 83 "Office work and archiving. Terms and definitions" - a material object with information fixed in a man-made way for its transmission in time and space. The purpose of the document is to record information in such a form that it can be used over time and transmitted over a distance.

The document is the main object of labor in the field of management. Any management activity is associated with information captured in a document, and any management decision is necessarily recorded in the form of a document. If the creation of a document is usually the function of heads of structural divisions and specialists, then their execution is usually entrusted to the secretary or the management documentation support service (DOU). The preparation of official documents is regulated by standards. The ways to consolidate information are the following: writing, drawing, graphics, photography, sound recording, video recording.

Having recorded information, the document thereby ensures its preservation and accumulation, the possibility of transfer to another person, repeated use, etc. For this reason, the following resources for using the document are allocated:

1. preservation and accumulation of information;
2. the ability to transfer information to another person;
3. reuse of information;
4. return to information in time;
5. information accounting function;
6. proof of information.

In the management process, the information recorded in the document is not only the basis for making a decision, but also evidence of its execution, a source for analysis and generalizations, and material for reference and search work. However, in management activities, a document acts as the subject and result of work.

The basis for creating documents in an institution is the extreme importance of certifying the presence and content of management actions, transfer of information, storage and use for a certain time.

In order to develop certain principles for the preparation, execution of documents, forms and methods of working with them, they are classified according to a number of criteria.

Document classification- this is the division of documents into classes according to the most general signs of similarity and difference.

The purpose of document classification is to increase the efficiency of the management apparatus and the responsibility of performers. Primary classification of documents ensures their quick search, increases the efficiency of working with them, speeds up execution and control.

Classification of documents is an extremely important condition for carrying out work on their unification, which is an important prerequisite for documentation support of automated control systems. The unification of documents consists of establishing a single set of types and varieties for similar management situations, developing uniform forms of documents and uniform rules for their preparation, design and creation of stencil texts.

Documents are classified according to such criteria as the method of recording, content, method of production, degree of complexity, place of preparation, deadlines for execution, origin, degree of publicity, legal force and purpose.

According to the method of recording information documents are divided into written, graphic, photographic and film documents, and acoustic. Written includes documents created by hand or machine. Graphic documents include drawings, maps, drawings, diagrams, plans. Photo and film documents are recorded using special equipment on special media. Acoustic documents allow accurate recording and transmission of sound information.

By name distinguish a large number of documents. These are orders, instructions, certificates, protocols, etc.

By type documents can be standard, approximate, or individual. Standard documents are developed in advance by higher authorities for subordinate organizations and are mandatory.
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Sample documents are also developed by higher authorities, but are advisory in nature, and individual documents are developed by specific organizations for internal use.

By degree of difficulty There are simple documents containing one question and complex documents containing several questions.

By place of compilation documents are divided into internal and external. Internal - documents created in an institution to resolve its issues and do not go beyond the boundaries of the institution. External - incoming and outgoing correspondence of the institution.

By deadlines documents are divided into urgent and non-urgent. An indicator of this feature is the deadline for the execution of the document, which is established by law and relevant legal acts.

By origin documents can be official or officially personal. The first group - documents created in organizations on issues of their activities, the second group - documents relating to specific individuals.

By degree of publicity allocate ordinary, secret documents and for official use.

By legal force distinguish between genuine and forged documents. Documents issued in the prescribed manner in compliance with all rules are considered authentic; forged - documents, the design or content of which does not correspond to the truth.

By purpose documents are divided into originals and copies. Original - an original document containing original information, properly executed. A copy is an exact reproduction of the details of the original, properly certified. It is necessary to distinguish between such types of copies as vacation, extract and duplicate. A release is a complete copy of the outgoing document remaining with the sender. An extract from a document is a copy of part of a document, and a duplicate is a second copy of a document issued due to the loss of the original.

Classification of documents. - concept and types. Classification and features of the category "Classification of documents." 2017, 2018.

Document classification is the process of arranging or distributing documents into classes to reflect the relationships between them and the state of the classification scheme. Classifying documents helps to navigate their diversity. Documents are classified according to various criteria. We will consider the following classifications of documents: Classification according to the information component of the document; Classification according to the material component of the document; Classification of documents according to the circumstances of their functioning in the external environment.

Classification according to the information component of the document 1. Classification of documents according to content: LBC, UDC, Dewey Decimal Classification, Unified Classification of Literature for Book Publishing, etc. 2. Classification of documents according to the level of generalization of information: Primary documents, Secondary documents. 3. Classification of documents according to their intended purpose for perceiving information: Human-readable, Machine-readable.

Classification according to the information component of the document 5. Classification of documents according to the nature of iconic means of recording information: Text document, Iconic document, Ideographic document, Sounding document, Matrix document, Complex document.

Classification according to the information component of the document 6. Classification of documents according to the dimension of recording information: One-dimensional documents, two-dimensional documents, three-dimensional documents. 7. Classification of documents according to the channel of information perception: Tactile document, Auditory document, Visual document, Audiovisual document.

Classification according to the information component of the document 8. Classification of documents according to their degree of distribution: Published document, Unpublished document, Unpublished document.

Classification according to the information component of the document 9. Classification of documents according to the method of documentation: Handwritten, Printed, Mechanical, Magnetic, Photographic, Optical, Laser, Electronic.

Classification according to the material component of the document 1. Classification according to the material of the information carrier: Artificial documents, Natural documents. 2. Classification according to the material structure or form of the information carrier: Sheet document, Code document, Card document, Tape document, Disk document, Combined document.

Classification of documents according to the circumstances of their functioning in the external environment 1. Classification of documents according to the regularity of publication: Periodic documents, Non-periodic documents. 2. Classification of documents according to the time of appearance in the external environment: Original (the first or single copy of a document that has legal force), Copy (a document that reproduces the information of another document and all or part of its external features), Duplicate (a copy of an official document that has legal force) strength of the original).

The whole variety of documents serving the field of management can be classified on various grounds. According to their origin, documents are distinguished between personal and official.

According to the method of documentation, documents are distinguished: handwritten (text); pictorial (documents that record information through an image of an object); graphic (documents made graphically); photographic documents; phonodocuments (sound documents recorded on magnetic tape); film documents (documents recorded using film and video equipment); documents created using computer technology.

Depending on the relationship to the management apparatus, documents are distinguished:

Incoming (received by the organization); outgoing (sent from the organization);

internal (created in a given organization and used in internal communications). The totality of these documents forms the organization’s document flow.

Based on the number of issues raised, documents are divided into simple and complex. Simple documents contain a statement of one issue. Complex documents involve multiple issues. Such documents usually include orders, protocols, resolutions, and decisions. According to access restrictions, documents are divided into secret, for official use, and unclassified (simple). Secret documents are provided with a special mark and a classification of secrecy. The use of such documents and work with them is carried out using special technology and requires special permission. Documents for official use containing unclassified information may be used by employees of this institution.

According to the method of presentation of the text, documents can be individual, template and standard. In individual documents, the content is presented in the form of linked text. The compiler (performer) of an individual document prepares an original text devoted to one (or several) issues to perform a specific management task. These documents are written in traditional literary text. In stencil documents, the structure of the text is formalized; they use pre-prepared standard phrases or individual parts of constantly repeated text and gaps to fill in variable information. The most famous type of such documents is a questionnaire or certificate. Standard documents are used to document similar (repetitive) situations and are compiled on the basis of a sample (for example, standard letters, standard instructions, standard contracts, etc.). In document science, the typification method is used in the development of standard forms of documents and standard texts, i.e., samples or standards on the basis of which specific documents are created.

According to the degree of authenticity, documents are divided into originals, originals, copies and duplicates. The original of an official document is the first (or single) copy of a document that has legal force. A document that contains information confirming its authenticity (about the author, time and place of creation) is considered authentic. A synonym for the original is the original. A draft document (can be handwritten, typewritten, or printed from a computer) reflects the author’s work on the content of the document, may contain only the text of the document, and has no legal force. The copy of the document can be a facsimile or a free copy. Copies can reproduce part of the document text (extract) or the entire document. A facsimile copy fully reproduces the contents of the document and all its external features - details contained in the original (including signature and seal) or part of them, features of their location. A free copy is created on typewriters and contains all the details of the document, but does not necessarily repeat its form. A duplicate is a copy of an official document that has the legal force of the original and is accompanied by the mark “Duplicate”.

According to storage periods, documents are divided into documents of permanent, long-term (over 10 years) and temporary (up to 10 years) storage. The storage periods for documents are determined by the federal archival service and are fixed in lists of documents indicating storage periods.

Depending on the field of activity, official documents are divided into managerial, scientific, technical, production (technological), etc.

Documents can be classified according to their purpose. Administrative activity in management practice is expressed by issuing orders and instructions, resolutions, decisions, instructions. Planning - through the preparation of various plans, regulation of activities in charters, regulations, etc.; accounting - compilation and processing of statistical, accounting and operational-technical documentation; regulation of certain areas of activity is carried out in the form of issuing instructions, guidelines, regulations, and rules.